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
May 23, 2011
William Lupini, Superintendent
Brookline Public Schools
333 Washington Street
Brookline, MA 02445
Re: Mid-cycle Report
Dear Superintendent Lupini:
Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report
based on the Mid-cycle Review conducted in your district on May 6, 2011. 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.
We are pleased to tell you that the Department has found your district to be in compliance
with all of the criteria monitored in your district during the Mid-cycle Review. The
findings of the Department are included in the enclosed report. You and your entire staff
are to be congratulated for your success in implementing the requirements included in
these criteria.
The Department will notify you of your district's next regularly scheduled Coordinated
Program Review (CPR) several months before it is to occur. At this time we anticipate
that this CPR will occur sometime during the 2013-2014 school year unless the
Department determines that there is some reason to schedule this visit earlier.
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
Thomas Taylor at 781-338-3726.
Sincerely,
Thomas Taylor, 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
Dean Paolillo, Supervisor, Program Quality Assurance Services
Ms. Rebecca Stone, School Committee Chairperson
Denise Rochlin, Local Program Review Coordinator
Encs: Mid-cycle Report
2
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
Brookline Public Schools
Dates of the Mid-cycle Review Onsite: May 6, 2011
Date of this Report: May 23, 2011
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
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
SE 3
Special
requirements
for the
determination
of specific
learning
disability
√
Student
Records
Staff
Interviews
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for Implementation
The Brookline Public Schools’
(BPS) IEP Teams complete written
determinations documenting
whether the student has a specific
learning disability which are signed
by the IEP Team members.
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 1 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 52A
Registration
of
educational
interpreters
Criterion
Implemented

√
Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Document
Review
Staff
Interviews
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for Implementation
BPS has a certified educational
interpreter on staff. There is a
procedure established to hire
educational interpreters for students
who are deaf or hard of hearing.
The interpreter on staff is registered
with the Massachusetts
Commission for the Deaf and Hard
of Hearing.
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 2 of 11
(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
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
Records
The student record review
indicated that all the initial and
re-evaluations requested on the
parent consent form were
completed within the 30 day
period from signed consent.
Staff
Interviews
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
The Brookline Public Schools
(BPS) has undergone a
reorganization of special
education administration since
the 2008 Coordinated Program
Review. This reorganization
resulted in the hiring of
Educational Team Leaders at
each grade level, the
development of a Special
Education Policy/Procedural
Manual and the introduction of
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 3 of 11
(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
a new data/timeline
management system (X2). In
addition, both special
education and regular
education staff received
extensive training in all areas
cited by the 2008 Coordinated
Program Review team related
to assessment of students,
student identification, program
placement, curriculum and
instruction and parent
involvement.
SE 6
Determination of
transition
services
√
Staff
Interviews
√
SE 7
Age of Majority
Student
Records
Student
Records
Staff
Interviews
The student records examined
had detailed transition
planning forms. Transition
planning begins at
age 14.
BPS instituted a monitoring
system to ensure the provision
of notification to the student
and parent. The records
selected for this review found
that the age of majority notices
were sent and the age of
majority transfer of rights was
documented and placed in the
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 4 of 11
(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
student’s record.
SE 8
IEP composition
and attendance
√
Student
Records
Staff
Interviews
SE 9
Timelines of
determination of
eligibility
and provision of
documentation to
√
Student
Records
Staff
Interviews
Educational Team Leaders
(ETLs) attend all initial
evaluation, annual review and
reevaluation meetings. The
ETLs have the authority to
commit the district’s resources.
The onsite review found that
when the parent agrees that a
member’s attendance is not
necessary, the parent
consents to that member’s
excusal in writing. In the
records examined, the IEP
Team member excused from
the meeting also submitted
written input related to the
development of the IEP.
ETLs at each grade level
manage the IEP process. ETLs
keep track of the completion of
assessments, scheduling of IEP
Team meetings and provision
of documentation to the
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 5 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
√
Student
Records
Staff
Interviews
Document
Review
SE 12
Frequency of reevaluations
√
Student
Records
Document
Review
Staff
Interviews
SE 13
Progress Reports
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
parent/guardian. The IEP
process is monitored by the
Director of Special Education.
parent
SE 10
End of school
year evaluations
Basis of Determination about
Criterion
√
Student
Records
The BPS uses a 30/45 day
timeline spreadsheet to track
and ensure the timely
completion of the end of
school year requests for
evaluations. The policy and
procedure is clearly stated in
the Special Education
Policy/Procedure Manual.
BPS has undergone a
reorganization which has
facilitated the compliance with
the frequency of annual
reviews and reevaluations.
The use of the X2 database
system and the monitoring by
the ETLs has been successful
in ensuring re-evaluations are
completed at least every three
years.
BPS uses the X2 database
system to monitor the timely
completion of progress reports.
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 6 of 11
(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
Document
Review
Progress reports were kept
within the student record. The
procedure for completing
progress reports is clearly
stated in the Special Education
Policy/Procedure Manual.
Completed progress reports are
sent to the central office for
filing in the student record.
Staff
Interviews
SE 14
Review and
revision of IEPs
√
Student
Records
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
Please refer to SE 12 for
comments regarding the
tracking of annual reviews.
Staff
Interviews
SE 18A
IEP development
and content
√
Student
Records
Document
Review
Staff
Interviews
BPS provided training to all
special education staff
members and parents through
the Parent Advisory Council
on the topic of,
“IEP development and
content” and “Determination
of placement/provision of the
IEP to the parent”.
Also, the student records
reviewed had completed copies
of Present Level of
Educational Performance
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 7 of 11
(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
(PLEP A & B).
SE 18B
Determination of
placement;
provision of IEP
to the parent
√
Student
Records
Document
Review
Please refer to SE 18A for
comments. IEPs had completed
placement determinations and
placement pages.
Staff
Interviews
SE 24
Notice to parent
regarding
proposal or
refusal to initiate
or change the
identification,
evaluation, or
educational
placement of the
student; FAPE
√
SE 29
Communications
are in English
and the primary
√
Student
Records
Document
Review
Staff
Interviews
Student
Records
Document
BPS provided training for
special education staff on this
criterion. The student record
review verified that the notice
to refuse or propose services
was specific, completed and
placed in the student record.
BPS has procedures to ensure
communications and notices
are translated into the primary
language of the home. A list
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 8 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented

language of the
home
Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
Review
of translators and resources are
available through the Director
of Special Education.
Staff
Interviews
SE 35
Assistive
technology;
specialized
materials and
equipment
√
SE 41
Age span
√
Document
Review
Staff
Interviews
Document
Review
Staff
Interviews
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
BPS provided staff training on
the topic of: assistive
technology and specialized
equipment. BPS has an
assessment form for
determining the need for
assistive technology. Also
staff interviews verified that
the need for assistive
technology is always discussed
at the IEP Team meeting.
BPS has applied to the
Department for an age span
waiver to address a current
concern with an age span issue.
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 9 of 11
(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
Document
Review
BPS provided multiple
opportunities for
paraprofessional training in
areas related to their
responsibilities. Training was
provided on special education
regulations, types of learning
disabilities, and local policies
and procedures.
Staff
Interviews
SE 54
Professional
Development
√
Document
Review
Staff
Interviews
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
BPS provided documentation
that verifies the district’s effort
in providing professional
development for all staff in the
areas of state and federal
regulations, local special
education policies and
procedures, and
accommodating diverse
learning needs.
BPS provided agendas, staff
sign-in sheets and handouts.
The training workshop
includes the use of case studies
as a teaching tool.
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 10 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 56
Special education
programs and
services are
evaluated
Criterion
Implemented

√
Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
Document
Review
BPS uses data surveys from
staff and parents, formal test
results, and student goals and
benchmarks to evaluate the
special education program.
BPS established a Program
Review Committee to oversee
the annual evaluation of
special education programming
and services. The committee
presents a report to the School
Committee.
Staff
Interviews
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
Brookline Public Schools Coordinated Program Review Mid-cycle Report
May 23, 2011
Page 11 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements