COORDINATED PROGRAM REVIEW
MID-CYCLE REPORT
Charter School or District: Greater Lawrence Regional Vocational Technical
MCR Onsite Dates: 02/17/2012
Program Area: Special Education
C
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Mitchell D. Chester, Ed.D.
Commissioner of Elementary and Secondary Education
COORDINATED PROGRAM REVIEW
MID-CYCLE REPORT
SE Criterion # 1 - Assessments are appropriately selected and
interpreted for students referred for evaluation
Rating:
Partially Implemented
Basis for Findings:
Student records indicated that the assessments used by the district for initial
evaluations and re-evaluations were not tailored to assess the specific areas of
educational need and related developmental needs of the student because the
evaluations used by the district were the same for all initial evaluations and reevaluations regardless of the student's disability.
Department Order of Corrective Action:
Please provide staff training to special education chairpersons on the revised
procedures on how to select assessments that focus on the specific areas of
educational need and related developmental needs of the individual student.
Please develop a system of internal monitoring to ensure the appropriate
selection of assessments which should include supervisory oversight and periodic
review of initial evaluations and re-evaluations to ensure sustained compliance.
Please indicate the person(s) responsible for the periodic review by name and
title. Please indicate the frequency of the district's internal monitoring.
Subsequent to the implementation of the district's corrective actions, please
conduct a review of student records across grade levels to verify that the
selection of assessments took into consideration the specific areas of educational
need and related developmental needs of the student. Please ensure that the
sample of initial evaluation and re-evaluations are selected for events that
occurred after the district completed all of its corrective action activities.
Please note when conducting internal monitoring that school must maintain the
following documentation and make it available to the Department upon request:
a) List of the student names and grade level for the records reviewed; b) Date of
the review; c) Name of person(s) who conducted the review, their role(s), and
signature(s).
Required Elements of Progress Reports:
Please submit evidence of the training provided to IEP Chairperson on the
selection of assessments; include an agenda and signed attendance sheets
(indicate the name and role of staff).
Please submit a description of the oversight system including the identity of the
person(s) responsible for the oversight, the date of the system's implementation
and the frequency of the district's internal monitoring.
Massachusetts Department of Elementary & Secondary Education – Program Quality Assurance Services
Greater Lawrence Regional Vocational Technical Mid-Cycle Report - 04/18/2012
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SE Criterion # 1 - Assessments are appropriately selected and
interpreted for students referred for evaluation
Submit all of the above by June 8, 2012.
Submit a report of the results of the internal review of student records. Include
the following:
1. Number of records reviewed;
2. Number of records in compliance;
3. For all records not in compliance with this criterion, provide the results of a
root cause analysis of the non-compliance; and
4. Specific corrective actions taken by the district to remedy any non-compliance
and ensure sustained compliance.
Submit the report by November 19, 2012.
SE Criterion # 2 - Required and optional assessments
Rating:
Partially Implemented
Basis for Findings:
The review of student records indicated that not all required educational
assessments (Educational Status Assessments A and B) which contain information
regarding the student's historical progress in the general curriculum and a current
teacher's evaluation of the student's memory, ability to participate in class,
communicate and interact with peers and the student's current classroom
progress are completed. Please see SE 25.
Department Order of Corrective Action:
Please see SE 25.
Required Elements of Progress Reports:
Please see SE 25.
SE Criterion # 4 - Reports of assessment results
Rating:
Partially Implemented
Basis for Findings:
The review of student records indicated that each person conducting an
assessment did not always summarize in writing the procedures employed, the
results, and the diagnostic impression, and did not always define in detail and in
educationally relevant and common terms, the student's needs, offering explicit
means of meeting them; specifically for achievement testing.
Department Order of Corrective Action:
Please provide training to staff who are responsible for completing evaluations
and writng summaries for assessment reports on the requirements for the
completion of evaluation summaries.
Please develop a monitoring system which should include supervisory oversight
Massachusetts Department of Elementary & Secondary Education – Program Quality Assurance Services
Greater Lawrence Regional Vocational Technical Mid-Cycle Report - 04/18/2012
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SE Criterion # 4 - Reports of assessment results
and periodic reviews of evaluation reports to ensure staff are developing
evaluation summaries. Please develop a report of the results of an internal review
of student records in which assessments were completed for either initial
evaluations or re-evaluations conducted subsequent to the completion of all
corrective actions. Pleas ensure that the sample of records selected are from
events that occurred after the district completed its corrective action activities.
Please review the assessment reports to ensure school personnel provide
summaries with all the required elements.
Please note when conducting internal monitoring that school must maintain the
following documentation and make it available to the Department upon request:
a) List of the student names and grade level for the records reviewed; b) Date of
the review; c) Name of person(s) who conducted the review, their role(s), and
signature(s).
Required Elements of Progress Reports:
Please evidence of staff training, including the agenda and signed attendance
sheets (include the name and role of staff), provided to evaluators involved in
writing summaries for assessments used in initial evaluations and re-evaluations.
Please submit a detailed narrative description of the oversight system including
the identity of the person(s) responsible for the oversight by name and title; the
date of the system's implementation and the frequency of the district's
monitoring.
Please submit all of the above by June 8, 2012.
Submit a report of the results of the internal review of student records. Include
the following:
1. Number of records reviewed;
2. Number of records in compliance;
3. For all records not in compliance with this criterion, provide the results of a
root cause analysis of the non-compliance; and
4. Specific corrective actions taken by the district to remedy any non-compliance.
Submit the report by November 19, 2012.
SE Criterion # 7 - Transfer of parental rights at age of majority and
student participation and consent at the age of majority
Rating:
Implemented
Basis for Findings:
The review of student records, documents and staff interviews indicated that the
district provided notice to the student and the parents in a timely manner that
the educational decision making rights will transfer to the student upon the
student obtaining the age of majority.
Massachusetts Department of Elementary & Secondary Education – Program Quality Assurance Services
Greater Lawrence Regional Vocational Technical Mid-Cycle Report - 04/18/2012
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SE Criterion # 8 - IEP Team composition and attendance
Rating:
Implemented
Basis for Findings:
The review of student records, documents and staff interviews indicated that the
required members of the IEP Team attended the IEP Team meetings unless the
parent and district agreed to use alternative means to conduct IEP Team meeting
(such as teleconferencing); the district and the parent agreed, in writing, that the
attendance of the IEP Team member was not necessary because the member´s
area of curriculum or related services was not being modified or discussed; or the
district and the parent agreed, in writing, to excuse a required Team member´s
participation and the excused member provided written input into the
development of the IEP to the parent and the IEP Team prior to the meeting.
SE Criterion # 14 - Review and revision of IEPs
Rating:
Partially Implemented
Basis for Findings:
The review of student records indicated that IEP Teams met annually to develop a
new IEP. However, staff interviews and the review of student records indicated
that the district did not always consider the student´s progress in order to
review, revise, or develop new IEP goals including the current performance levels,
measurable annual goals and benchmarks/objectives since almost all the
reviewed files repeated the same goals over multiple years and progress reports
indicated in almost all cases, that students were making effective progress.
Department Order of Corrective Action:
Please provide training to IEP chairpersons on the purpose and expectations of
IEP annual review meetings; specifically regarding goal development to ensure
that goals are appropriately examined and modified.
In order to faciliate sustained compliance, please develop an internal system of
supervisory oversight and periodic reviews of IEPs to ensure IEP goals are
reviewed and updated. Select sample of IEP annual reviews conducted after all
corrective actions implemented are implemented by the district. Please conduct a
review of the selected sample of student records and report the results of the
review. The selection of records should span all grade levels to determine
whether IEPs are reviewed and goals are examined and modified appropriately.
Please note when conducting internal monitoring that school must maintain the
following documentation and make it available to the Department upon request:
a) List of the student names and grade level for the records reviewed; b) Date of
the review; c) Name of person(s) who conducted the review, their role(s), and
signature(s).
Required Elements of Progress Reports:
Submit a evidence of training to IEP Chairpersons, including the agenda and
Massachusetts Department of Elementary & Secondary Education – Program Quality Assurance Services
Greater Lawrence Regional Vocational Technical Mid-Cycle Report - 04/18/2012
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SE Criterion # 14 - Review and revision of IEPs
signed attendance sheets (include the name and role of staff).
Submit a description of the oversight system including the identity of the
person(s) responsible for the oversight by name and role, the date of the
system's implementation and the schedule of periodic oversight.
Submit all of the above by June 8, 2012.
Submit a report of the results of the internal review of student records. Include
the following:
1. Number of records reviewed;
2. Number of records in compliance;
3. For all records not in compliance with this criterion, provide the results of a
root cause analysis of the non-compliance; and
4. Specific corrective actions taken by the district to remedy any non-compliance.
Submit the report by November 19, 2012.
SE Criterion # 18A - IEP development and content
Rating:
Partially Implemented
Basis for Findings:
The review of student records and staff interviews indicated that IEPs were not
always complete. The Present Levels of Educational Performance, Part B (PLEP B)
information, was not filled in for students that had age specific considerations for
transition, specifically ages 16-22.
Department Order of Corrective Action:
The district must reconvene IEP Teams to complete the missing age-specific
consideration of PLEP B of the IEP for those individual students identified by the
Department to determine whether the student's current IEP is appropriate.
The district must identify the causes of the noncompliance, i.e. why the PLEP B
portion is not completed for age-specific considerations. Please examine records
from September through December 2011 to determine the root cause of
noncompliance.
Upon completion of the analysis, please identify the cause(s) of the
noncompliance and the specific corrective actions taken by the district.
Develop a internal monitoring system which should include supervisory oversight
and periodic reviews of IEPs to ensure sustained compliance.
Subsequent to the completion of all of the district's corrective actions, please
conduct a student record review and report the results. Please select student
records across grade levels in which PLEP B was completed for students aged 1622 for annual reviews, initial evaluations or re-evaluations. Please ensure the
Massachusetts Department of Elementary & Secondary Education – Program Quality Assurance Services
Greater Lawrence Regional Vocational Technical Mid-Cycle Report - 04/18/2012
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SE Criterion # 18A - IEP development and content
sample of records is selected from events that occur after the district completed
its corrective action activities.
Please note when conducting internal monitoring that school must maintain the
following documentation and make it available to the Department upon request:
a) List of the student names and grade level for the records reviewed; b) Date of
the review; c) Name of person(s) who conducted the review, their role(s), and
signature(s).
Required Elements of Progress Reports:
For those individual students identified by the Department as not having a
completed IEP, please submit the following: a) A copy of the amendment of the
IEP provided to parents with additional information required on PLEP B (agespecific considerations) including any additional accommodations/modifications
required in the IEP, if appropriate.
Provide a detailed narrative description of what the district determined was the
cause of noncompliance with this criterion and the district's corrective actions to
achieve compliance with associated timelines.
Please provide a description of the oversight including the identity of the
person(s) responsible for the oversight and the date of the system's
implementation.
Please submit all of the above by June 8, 2012.
Submit a report of the results of the internal review of student records. Include
the following:
1. Number of records reviewed;
2. Number of records in compliance;
3. For all records not in compliance with this criterion, provide the results of a
root cause analysis of the non-compliance; and
4. Specific corrective actions taken by the district to remedy any non-compliance.
Please submit the report by November 19, 2012.
SE Criterion # 20 - Least restrictive program selected
Rating:
Partially Implemented
Basis for Findings:
The review of student records indicated that when a student is removed from the
general education classroom, the IEP Team does not always state on the IEP why
the removal is considered critical to the student's program and the basis for its
conclusion that education of the student in a less restrictive environment, with
the use of supplementary aids and services, could not be achieved satisfactorily.
Massachusetts Department of Elementary & Secondary Education – Program Quality Assurance Services
Greater Lawrence Regional Vocational Technical Mid-Cycle Report - 04/18/2012
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SE Criterion # 20 - Least restrictive program selected
Department Order of Corrective Action:
Please provide training to appropriate staff on the writing of non-participation
justification statements in the IEP to ensure that IEP Teams identify why the
removal of a student is considered critical to the student's program and the basis
for its conclusion that education of the student in a less restrictive environment,
with the use of supplementary aids and services, could not be achieved
satisfactorily.
The district must develop a system of internal monitoring and review which
should include supervisory oversight and periodic reviews of IEPs to ensure
sustained compliance.
Subsequent to the completion of all corrective actions, develop a report of the
results of an internal review of student records across grade levels in which the
non participation justification statement was appropriately completed for students
being removed from the general education classroom at any time for annual
reviews, initial evaluations or re-evaluations. Please ensure that the sample of
records are drawn from events that occurred after the implementation of the
district's corrective actions.
Please note when conducting internal monitoring that school must maintain the
following documentation and make it available to the Department upon request:
a) List of the student names and grade level for the records reviewed; b) Date of
the review; c) Name of person(s) who conducted the review, their role(s), and
signature(s).
Required Elements of Progress Reports:
Provide evidence of staff training, including an agenda and signed attendance
sheets (indicate the name and role of staff).
Submit a a description of the oversight system including the identity of the
person(s) responsible for the oversight and the date of the system's
implementation and the frequency of the district's monitoring.
Please submit all of the above by June 8, 2012.
Submit a report of the results of the internal review of student records. Include
the following:
1. Number of records reviewed.
2. Number of records in compliance;
3. For all records not in compliance with this criterion, provide the results of a
root cause analysis of the non-compliance; and
4. Specific corrective actions taken by the district to remedy any non-compliance.
Please submit the report by November 19, 2012.
Massachusetts Department of Elementary & Secondary Education – Program Quality Assurance Services
Greater Lawrence Regional Vocational Technical Mid-Cycle Report - 04/18/2012
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SE Criterion # 25 - Parental consent
Rating:
Partially Implemented
Basis for Findings:
The review of student records and staff interviews indicated that not all
assessments consented to by the parent are completed by the district,
particularly classroom observations and educational assessments.
Department Order of Corrective Action:
The district must complete the missing consented-to assessments for those
individual students identified by the Department. Upon completion of the
assessments, the district must reconvene IEP Teams to review the results of the
assessments and determine whether the individual student's current IEP is
appropriate.
The district must identity the causes of the noncompliance, i.e. why all the
assessments that are on the consent form are not always administered. Please
examine records from September 2011 through December 2011 to determine the
root cause of noncompliance.
Upon completion of the analysis, develop a system which should include
supervisory oversight and periodic reviews to ensure sustained compliance.
Develop a report of the results of an internal review of student records across
school levels in which assessments were completed for either initial evaluations or
re-evaluations. Please ensure that the sample of records selected examine events
that occured subsequent to the completion of all of the district's corrective
actions.
Please note when conducting internal monitoring that school must maintain the
following documentation and make it available to the Department upon request:
a) List of the student names and grade level for the records reviewed; b) Date of
the review; c) Name of person(s) who conducted the review, their role(s), and
signature(s).
Required Elements of Progress Reports:
For individual students identified by the Department as missing consented-to
assessments, provide copies of the assessment summaries, the Meeting Invitation
(N-3) as well as either the Notice of Action (N-1) or the Notice of School District
Refusal to Act (N-2) as evidence that the IEP Teams reconvened and reviewed
the assessment results. The names of these individual students will be mailed
separately to the district to maintain student confidentiality.
Submit a detailed narrative description of what the district determined was the
cause of noncompliance with this criterion.
Provide a description of the oversight including the identity of the person(s)
responsible for the oversight, the date of the system's implementation and the
frequency of the periodic review.
Massachusetts Department of Elementary & Secondary Education – Program Quality Assurance Services
Greater Lawrence Regional Vocational Technical Mid-Cycle Report - 04/18/2012
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SE Criterion # 25 - Parental consent
Submit all of the above by June 8, 2012.
Submit a report of the results of the internal review of student records. Include
the following:
1. Number of records reviewed;
2. Number of records in compliance;
3. For all records not in compliance with this criterion, provide the results of a
root cause analysis of the non-compliance; and
4. Specific corrective actions taken by the district to remedy any non-compliance.
Submit the report by November 19, 2012.
SE Criterion # 26 - Parent participation in meetings
Rating:
Implemented
Basis for Findings:
Student records indicated that the district ensures that one or both parents of a
child are members of any group that makes decisions on the educational
placement of their child.
SE Criterion # 52A - Registration of educational interpreters
Rating:
Implemented
Basis for Findings:
The district provided a statement of assurance that there are no students
currently enrolled who would require an interpreter; however, should such
students enroll, the district will employ an educational interpreter registered with
the Massachusetts Commission for the Deaf and Hard of Hearing.
Massachusetts Department of Elementary & Secondary Education – Program Quality Assurance Services
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