Massachusetts Department of Elementary and
Secondary Education
75 Pleasant Street, Malden, Massachusetts 02148-4096
Telephone: (781) 338-3700
TTY: N.E.T. Relay 1-800-439-2370
June 14, 2010
Robert Bourgeois, Superintendent
Essex Agricultural and Technical High School
PO BOX 362
Hathorne, MA. 01937
Re: Mid-cycle Report
Dear Superintendant Bourgeois:
Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report
based on the Mid-cycle Review conducted in your district on April 13, 2010. In this Midcycle Review, the Department monitored selected special education criteria to determine
your district’s compliance with special education laws and regulations. The review
consisted of information gathered from one or more of the following activities: staff
interviews, review of student records, examination of documentation, and/or classroom
observation.
The Department found one or more of the criteria monitored in your district to be
“Partially Implemented” or “Not Implemented.” In all instances where noncompliance
has been found, the Department has prescribed corrective action for the district. This
corrective action must be implemented as soon as possible, but in no case later than a
year from the date of this report. You will find these requirements for corrective action
included in the enclosed report, along with requirements for submitting progress reports
using the enclosed form.
Please provide the Department with your written assurance that all of the required
corrective action will be implemented by your district within the timelines specified in
the report. You must submit your statement of assurance to Darlene Lynch, Director,
Program Quality Assurance Services, by July 2, 2010.
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 Nicole
Edgett at (781) 338-3723.
Sincerely,
Nicole Edgett, 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
Joseph C. Edwards, Esq., Board of Trustees Chairman
Dean Paolillo, Supervisor, Program Quality Assurance Services
Janet Norris, Local Program Review Coordinator
Encs: Mid-cycle Report
Mid-cycle Progress Report form
2
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
Essex Agricultural and Technical High School
Dates of the Mid-cycle Review Onsite: April 13, 2010
Date of this Report: June 14, 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 uses the forms
required to make a determination
of whether a student has a specific
learning disability (SLD). The IEP
Team members sign to certify
their agreement or write a
dissenting report.
Essex Agricultural and Technical High School Coordinated Program Review Mid-cycle Report
June 14, 2010
Page 1 of 10
(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
Documentation
& Staff
Interviews
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for Implementation
The district does not have a need
for educational interpreters at this
time. An assurance was provided
that when one is necessary, the
district will employ an individual
who is registered with the
Massachusetts Commission for the
Deaf and Hard of Hearing.
Essex Agricultural and Technical High School Coordinated Program Review Mid-cycle Report
June 14, 2010
Page 2 of 10
(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 1
Assessments are
Appropriately
Selected
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
Records &
Staff
Interviews
As a result of the district
replacing outside consultants
with a full time school
psychologist, student records
verified that assessments to
determine eligibility contain
accurate information and
sound interpretations of data.
Student
Records
Although the district obtains
parental consent for all
required and optional
assessments, student records
reveal that not all consented
to assessments are completed,
such as observations or home
assessments.
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action and
Timelines for Implementation
Please provide a tracking system to
ensure all consented to assessments are
completed. Please identify the
person(s) responsible for maintaining
the district’s tracking system.
Please conduct internal monitoring to
ensure that all assessments consented
to are completed within the required
timelines and report the results to the
Department.
*Please note that when conducting
internal monitoring the district must
Essex Agricultural and Technical High School Coordinated Program Review Mid-cycle Report
June 14, 2010
Page 3 of 10
(b) Progress
Report Due
Date(s) and
Required
Elements
Please provide a
description of the
district’s tracking
process by
October 15,
2010
Please submit the
results of the
internal
monitoring
conducted to
ensure that those
assessments that
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
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)
SE 4
Report of
Assessment
Results

Student
Records &
Staff
interviews
The district ceased the
practice of using test program
generated interpretations of
data as a means of
assessment. As a result, the
reports of assessments results
are written in educationally
relevant terms and define in
detail the students needs, and
offer an explicit means of
meeting those needs.
Essex Agricultural and Technical High School Coordinated Program Review Mid-cycle Report
June 14, 2010
Page 4 of 10
(b) Progress
Report Due
Date(s) and
Required
Elements
received consent
are completed
within the
required
timelines. Please
identify the root
cause of any
areas of
noncompliance
identified and
subsequent
corrective action
(s).
Please submit the
results of the
internal
monitoring by
December 17,
2010
Criterion
SE 6
Transition
Planning
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
records
Student records indicated that
the district does not always
consider the students
transition needs beginning no
later than when the student is
14 years old. Moreover, when
a student enrolls from a
sending district, student
records indicated that the
district does not have a
system to ensure that all
students 14 years or older
have their transition needs
considered and documented
on the required Transition
Planning Form. Furthermore,
student records indicate that
the IEP Team does not always
review the Transition
Planning Form annually and
update the information on the
form and IEP, as appropriate.
The district must train the appropriate
staff members on the requirements to
develop transitional plans when the
student is 14 years of age, and the use
of the Transitional Planning forms.
The district must develop an internal
tracking system to ensure that all
students with an IEP who are 14 years
or older are provided with an updated
transition plan. Additionally, the
district must conduct internal
monitoring to ensure that all students
14 years or older upon annual review
have their transition needs considered
by the IEP Team and documented on
the required Transition Planning Form.
*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)
Essex Agricultural and Technical High School Coordinated Program Review Mid-cycle Report
June 14, 2010
Page 5 of 10
(b) Progress
Report Due
Date(s) and
Required
Elements
Please submit
evidence that
staff have been
trained on the use
of the
Transitional
Planning forms.
Please submit a
narrative
description of the
district’s internal
tracking system
to ensure that
beginning no
later than the
student’s 14th
birthday, the IEP
Team considers
the transition
needs of the
student and
documents those
needs on the
required
Transition
Planning Form.
This progress
report is due by
October 15,
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
2010.
Please submit the
results of the
student record
review conducted
to ensure that the
IEP Team
reviews the
Transition
Planning form
annually, and
updates the
information on
the form and the
student’s IEP, as
appropriate.
Please identify
the root cause of
any areas of
noncompliance
identified and
subsequent
corrective action
(s).
Please submit
results of the
internal review of
records by
December 17,
2010
Essex Agricultural and Technical High School Coordinated Program Review Mid-cycle Report
June 14, 2010
Page 6 of 10
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination
about Criterion
Student records indicated that
one year before the student
turns age 18, the district
informs the student of his or
her right at the age 18 to
make all decisions in relation
to special education programs
and services. Additionally,
upon reaching the age of 18,
the school district implements
procedures to obtain student
consent to continue the
student’s special education
program.
Student records indicated that
general education teachers are
routinely attending IEP Team
meetings. The district
implements excusal
procedures consistent with
regulatory requirements.
Student records and staff
interviews indicated that
because the district has
eliminated the practice of
using outside consultants to
complete assessments, as well
as eliminating the test
program generated data as a
means of assessment, the
determination of student’s
SE 7
Transfer of
Parental Rights

Student
Records
SE 8
IEP Team
Participation

Student
Records
SE 9
Timelines
Determining
Eligibility

Student
Records and
Staff
Interviews
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action and
Timelines for Implementation
Essex Agricultural and Technical High School Coordinated Program Review Mid-cycle Report
June 14, 2010
Page 7 of 10
(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
eligibility is clearly defined
and appropriate services are
subsequently delivered.
SE 13
Progress
Reports

Student
Records
SE 18A
IEP
Development

Student
Records
SE 20
LRE

Student
records
SE 24
Notices

Student
records
Please also see SE 1.
Student records indicated that
progress reports are provided
at least as often as general
education students receive
reports.
Student records indicated that
IEP goals are determined by
the IEP Team based on the
review of assessment data and
information presented at the
IEP Team meeting.
Student records reveal that
non-participation justification
statements clearly state why
the removal is considered
critical to the students
program.
Student records indicated that
the district consistently
provides the parent with
sufficient information to
effectively inform the parent
about the action being taken
and the purpose of that action.
Essex Agricultural and Technical High School Coordinated Program Review Mid-cycle Report
June 14, 2010
Page 8 of 10
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 29
Translated
Communications
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
records
Student records indicated that
although the district does
have oral translations
available for
parents/guardians in their
native language, no written
translations are provided to
parents in the primary
language of the home, if such
language is other than
English.
Please develop a means for ensuring
written communications and IEP
documents are translated. Please
conduct internal monitoring to ensure
written communications are translated
into the parent’s primary language of
the home.
*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)
Essex Agricultural and Technical High School Coordinated Program Review Mid-cycle Report
June 14, 2010
Page 9 of 10
(b) Progress
Report Due
Date(s) and
Required
Elements
Please describe
how the district
ensures IEP
documents and
notices are
translated for
parents who
require
translation. This
progress report is
due by October
15, 2010
Please submit the
result of the
internal
monitoring
conducted to
ensure that
parents whose
primary language
is not English are
receiving written
communications
in a language
they understand.
Please indicate
the number of
records reviewed,
the number found
in compliance,
and any
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
additional
corrective taken
if continued
noncompliance
was identified by
the reviewer.
Please submit the
results by
December 17,
2010
SE 49
Related Services

Student
records
SE 55
Facilities

Observation
SE 56
Program
Evaluation

Documentation
As a result of accurate
assessments to determine
eligibility, student records
verified that related services
are appropriately identified
for those students who require
such services.
A tour of the facilities
revealed that special
education classrooms are
equitably dispersed
throughout the campus.
A review of documentation
determined that the district
has implemented procedures
to regularly evaluate its
special education programs
and services.
Essex Agricultural and Technical High School Coordinated Program Review Mid-cycle Report
June 14, 2010
Page 10 of 10
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REVIEW
School District: Essex Agricultural and Technical High School
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