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
April 13, 2011
Paula Evans, Charter School Leader
Community Charter School of Cambridge
245 Bent Street
Cambridge, MA 02141
Re: Mid-cycle Report
Dear Ms. Evans:
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 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.
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 29, 2011.
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
Eloise Paul Lawrence, Chairperson Board of Trustees
Mary Reynolds, Local Program Review Coordinator
Encs: Mid-cycle Report
Mid-cycle Progress Report form
2
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
Community Charter School of Cambridge
Dates of the Mid-cycle Review Onsite: February 18, 2011
Date of this Report: April 13, 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
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
NI
Student record
review,
documentation
and staff
interviews
Basis of Determination about
Criterion
Student records lacked a written
determination of a student’s
specific learning disability (SLD).
While district training covering
the topic of “determining specific
learning disabilities” and a staff
sign-in sheet was submitted as
evidence of training on this topic,
it was not evident in the records
that staff instituted the practice.
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and
Timelines for
Implementation
Please review with the special
education staff responsible for
chairing IEP team meetings
the Department’s finding
regarding this criterion.
Please develop a system of
internal monitoring to ensure
that SLD determinations are
developed and included in the
student record.
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 1 of 13
(b) Progress
Report Due Date(s)
and Required
Elements
The charter school
will provide
evidence that it
reviewed the
Department’s
finding with the
school personnel
responsible for
chairing IEP Team
meetings. The
charter school will
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
Please conduct a review of
student records for those
students for whom an
evaluation for eligibility for a
specific learning disability
was conducted subsequent to
the school’s implementation
of the required corrective
actions for evidence of the
appropriate documentation.
Please note that 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 record review;
b) Date of the review; c)
Name of person(s) who
conducted the review, their
roles(s), and their
signature(s)
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 2 of 13
(b) Progress
Report Due Date(s)
and Required
Elements
also provide a
description of its
oversight system
including the name
and the title of the
person(s)
responsible. This
progress report is
due June 3, 2011.
The Community
Charter School of
Cambridge (CCSC)
must review a
sample of student
records of students
who were
determined to have
an SLD subsequent
to the school’s
implementation of
corrective action, to
ensure the written
determination of a
specific learning
disability is included
in each file. Please
submit a narrative
description of the
results of this
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
administrative
review. Please
include the name
and role of staff
person(s)
conducting the
review, the number
of records reviewed,
the number found in
compliance with
requirements, the
root cause of any
continued
noncompliance and
the additional
actions taken by the
district to remedy
any identified
issues. This progress
report is due
September 30,
2011.
SE 52A
Registration
of educational
interpreters
√
Documentation
CCSC does not have a need for
educational interpreters at this
time. However, there is a
procedure established to address a
potential need.
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 3 of 13
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 and
interpreted
SE 2
Required and
optional
assessments
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
√
PI
Method(s) of
Investigation
Basis of Determination about
Criterion
Student record
review and
staff interviews
CCSC is evaluating students in
their suspected area of
disability. The charter school
hired a school psychologist to
assure proper assessments of
students referred for
psychological evaluations.
Student record
review
The student records indicated
that Educational Status
Assessments A & B are not
always completed.
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
CCSC must demonstrate that
Educational Assessments are
completed for each record in
which the charter school
failed to provide an
educational status assessment
at each initial evaluation or
re-evaluation.
The charter school must
provide professional
development to its staff
responsible for the
completion of Educational
Status Assessments A &B
and provide evidence to the
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 4 of 13
(b) Progress
Report Due Date(s)
and Required
Elements
Community Charter
School of
Cambridge (CCSC)
must review the
records indicated in
the previously
provided student
worksheet to ensure
the inclusion of
Educational
Assessments A & B
in the student
records. The charter
school must verify
to the Department
that it completed
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
Department verifying the
completion of the staff
training.
The charter school will
conduct a review of a sample
of student records where
initial evaluations or reevaluations were conducted
subsequent to the school’s
implementation of corrective
action, to verify the
completion of Educational
Status assessments A & B.
Please note that 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
record review; b) Date of
the review; c) Name of
person(s) who conducted
the review, their roles(s),
and their signature(s)
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 5 of 13
(b) Progress
Report Due Date(s)
and Required
Elements
these assessments
and re-convened the
IEP Teams or
amended the IEPs
as appropriate. This
progress report is
due June 3, 2011
Please provide
verification, such as
agendas and sign-in
sheets, of the staff
training by June 3,
2011.
Please submit a
narrative description
of the results of an
administrative
review of records.
Include the name
and role of staff
person(s)
conducting the
review, the number
of records reviewed,
the number found in
compliance with
requirements, the
root cause of any
continued
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
noncompliance and
the additional
actions taken by the
district to remedy
any identified
issues.
This progress report
is due September
30, 2011.
SE 4
Reports of
assessment
results
√
Student record
review and
staff interviews
CCSC has a tracking system to
assure that parents are provided
the assessment results at least
two days before the IEP Team
meeting.
SE 7
Age of Majority
√
Documentation
review and
student record
review
CCSC submitted a copy of the
“Age of Majority” letter
informing students and their
parents of their rights.
SE 8
IEP Team
composition and
attendance
√
Student record
review
Student records indicated that
regular education teachers
participate in the meetings and
provide reports concerning the
student’s academic progress.
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 6 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
The charter school makes use
of an excusal form if an IEP
Team member cannot attend.
Written reports submitted by
the team member are included
in the student record.
SE 9
Timelines for
determination of
eligibility
√
Student record
review
and
staff interviews
CCSC established a tracking
system “SEMS Tracker” for all
important IEP dates and
timelines to ensure the district
meets its timeline obligations.
SE 10
End of year
evaluations
√
Student record
review
and
staff interviews
Please see SE 9 above. In
addition, CCSC has procedures
to ensure IEP meetings are held
before the end of the school
year.
SE 12
Frequency of reevaluation
√
Student record
review
and
staff interviews
CCSC has a tracking system
“SEMS Tracker” for all
important IEP dates and
timelines. The student record
review indicated that the
district is re-evaluating students
every three years.
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 7 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
SE 13
Progress reports
and content
√
Student record
review
and
staff interviews
CCSCS has procedures for
writing and submitting progress
reports four times per year
consistent with the report card
cycle. Related service providers
are required to write and
submit progress reports four
times per year.
SE 18A
IEP
development
and content
√
Documentation
review
and staff
interviews
CCSC submitted a workshop
agenda and sign-in sheet
covering the topic of IEP
development and content.
Student records indicated
completed Present Level
Educational Performance
(PLEP) forms.
SE 18B
Determination
of placement;
Provision of the
IEP to the
parent
√
Documentation,
student record
review
and staff
interviews
CCSC indicated through
documentation that the special
education policy & procedures
require that parents receive
written summary materials at
the end of the IEP Team
meeting.
The student record review
confirmed this finding.
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 8 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
SE 21
School day and
school year
requirements
√
Documentation,
student record
review and
staff interviews
CCSC submitted a workshop
agenda and sign-in sheet
covering the topic of extended
school day and school year
requirements. The policy and
procedure indicates that the
extended services will be
offered to students with
learning disabilities on a caseby- case basis by the IEP
Team. Student records
indicated individual
consideration of school day and
school year requirements.
SE 22
IEP
implementation
and availability
√
Student record
review,
documentation
and
staff Interviews
CCSC implements the IEP
from the sending school district
with the parent’s approval.
CCSC will convene an IEP
Team meeting to develop a
new IEP.
SE 25
Parental consent
√
Student records
and staff
interviews
CCSC uses “SEMS” Tracker to
track parent consent. The
student record review indicated
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 9 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
(b) Progress
Report Due Date(s)
and Required
Elements
that parent consent forms were
signed.
SE 29
Communications
in English and
primary
language of the
home
Partially
Implemented
Documentation,
student records
and staff
interviews
CCSC has procedures to
translate communications. The
charter indicated that it uses the
Home Language Survey to
determine the need of the
parent to have documents and
notices translated in their native
language. However, student
records did not contain
translated notices when the
home language survey
indicated a language other than
English was the primary
language of the home.
Please review with the IEP
chairpersons the school’s
procedures for procuring
translations into languages
other than English.
Please review the school’s
current Special Education
roster to identify which
parents and guardians require
interpreters and translated
documents.
After verifying the
population requiring
Please verify the
review of the
district’s procedures
to obtain translated
documents with the
IEP chairpersons.
Please indicate the
person responsible
for conducting the
review of those
records which
require translated
documents for
special education.
by June 3, 2011.
translations, please
conduct a review of student
records where parents are
identified as non-English
speakers who require
translated documents to
ensure that all of the records
contained translated
documentation (i.e. IEPs and
notices).
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 10 of 13
Please submit a
narrative description
of the results of an
administrative
review of records
for special
education activities
conducted after the
school implemented
corrective action.
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
Please note that 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
record review; b) Date of
the review; c) Name of
person(s) who conducted
the review, their roles(s),
and their signature(s)
(b) Progress
Report Due Date(s)
and Required
Elements
Include the name
and role of staff
person(s)
conducting the
review, the number
of records reviewed,
the number found in
compliance with
requirements, the
root cause of any
continued
noncompliance and
the additional
actions taken by the
district to remedy
any identified
issues.
This progress report
is due September
30, 2011.
SE 32
Parent Advisory
Council
√
Documentation
and
staff interviews
CCSC submitted
documentation indicating that
the charter school has an
operating Parent Advisory
Council. CCSC provided a
meeting invitation, meeting
agenda, a parent survey, and
demonstrated the election of
officers.
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 11 of 13
Criterion
Method(s) of
Investigation
Basis of Determination about
Criterion
√
Student record
review
and
staff interviews
CCSC has established a
Resource Room. In addition,
the school has hired a
paraprofessional to meet the
needs of students requiring the
assistance of a
paraprofessional.
√
Documentation
and
staff interviews
Students with learning
disabilities have access to
participate in the Spanish
foreign language course.
SE 49
Related services
√
Documentation
and staff
interviews
CCSC has contracted with an
agency for an occupational
therapist and a speech and
language pathologist.
SE 56
Special
education
√
Documentation
and
staff interviews
CCSC provided supporting
documentation that indicated
that CCSC evaluates their
SE 34
Continuum of
alternative
services and
placements
SE 48
Equal
opportunity to
participate in
educational,
nonacademic,
extracurricular
and ancillary
programs
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 12 of 13
(b) Progress
Report Due Date(s)
and Required
Elements
Criterion
programs and
services are
evaluated
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
special education programming
and services by providing
staff/parent surveys, IEP data
from the learning specialists,
and an IEP meeting evaluation.
Community Charter School of Cambridge Coordinated Program Review Mid-cycle Report
April 13, 2011
Page 13 of 13
(b) Progress
Report Due Date(s)
and Required
Elements
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REVIEW
School District: Community Charter School of Cambridge
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
Mid-cycle Report & Cover Letter with Mid-cycle PR Form 2010