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
July 6, 2010
Raleigh Buchanan, Superintendent
Hamilton-Wenham Regional School District
5 School Street,
Wenham, MA 01984
Re: Mid-cycle Report
Dear Superintendant Buchanan:
Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report
based on the Mid-cycle Review conducted in your district in May 2010. In this 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: 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 22, 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
Dean Paolillo, Supervisor, Program Quality Assurance Services
Lisa Gaquin, School Committee Chairperson
Allison Brown Collins, Local Program Review Coordinator
Encs: Mid-cycle Report
Mid-cycle Progress Report form
2
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
Hamilton-Wenham Regional School District
Dates of the Mid-cycle Review Onsite: May 27-28, 2010
Date of this Report: July 6, 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 regularly uses the
forms required to make a
determination of specific learning
disability. At the IEP team
meeting for students suspected of
having a specific learning
disability, the determination form
is completed; each team member
signs to signify agreement or if
there is disagreement, writes a
dissenting report.
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
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
Documentation
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for Implementation
The district currently does not
have a need for educational
interpreters. An assurance was
provided that when one is required
to support a student, the district
will employ an individual who is
registered with the Massachusetts
Commission for the Deaf or Hard
of Hearing.
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
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
SE2
Required and
Optional
Assessments
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
PI
Method(s) of
Investigation
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
Student
Records
Student records determined that
upon initial referral to determine
eligibility, the IEP team is not
always conducting educational
assessments when the suspected
area of disability may lead to a
need for a related service.
Additionally, the required
observation to determine
eligibility at the age of three is
not always done when the
suspected disability is in the area
of a related service.
Please provide training to IEP
Team Chairpersons on the
requirements to conduct
educational assessments when
conducting evaluations to
determine a student’s initial
eligibility. Furthermore, please
notify all IEP Team Chairpersons
of the required observation of
students to determine eligibility for
service at age three.
Please conduct an internal
monitoring of student records
representative of the elementary,
middle, and high school to ensure
that all required assessments,
specifically educational
assessments, are conducted for
initial eligibility. For pre-k
students, be sure that an
observation of the student takes
place.
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
Page 3 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Please provide
evidence of the
training provided
to IEP Team
Chairpersons of
the requirement to
ensure educational
assessments are
completed as part
of an evaluation to
determine
eligibility for all
students and that
observations are
conducted as part
of the eligibility
determination for
young children.
Please submit
evidence of
training to staff by
September 30,
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 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)
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
Page 4 of 11
Please conduct a
review of student
records,
subsequent to the
training, to ensure
the completion of
all required
assessments for
initial evaluations
to determine
eligibility. Please
submit the results
to include the
number of records
reviewed, the
school level, the
name and role of
the reviewer, the
number of records
found to be
compliant, the
root cause of any
identified
noncompliance
and any additional
steps taken to
address continued
noncompliance.
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
Please submit the
results of the
internal
monitoring by
December 17,
2010
SE4
Reports of
Assessment
Results

Student
Records
SE 6
Transition

Student
Records
SE11
Independent
Education
Evaluations

Student
Records,
Documentation
& Staff
Interview
SE12
Re-Evaluations

Student
Records
Student records revealed that
completed assessment reports
define in detail the student needs
and offer recommendations in
meeting those needs.
Student records indicated that the
IEP team routinely considers the
transition needs of students on or
before their 14th birthday and
documents the team’s discussion
on the required Transition
Planning Form.
Student records indicated that
upon receipt of an independent
educational evaluation (IEE), the
IEP team reconvenes and
considers the IEE and whether a
new or amended IEP would be
appropriate.
Student records indicated that
when the IEP Team suspects a
student is no longer eligible for
special education, the district
conducts a complete
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
Page 5 of 11
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
SE13
Progress
Reports

Student
Records
SE 14
Annual
Reviews
SE 16
Screening

Student
Records

Staff Interview
SE 18A
IEP
Development

SE 19
Extended
Evaluation

Documentation,
Student
Records &
Staff Interview
Student
Records &
Staff Interviews
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
reevaluation, including
evaluations by all related service
providers.
Student records indicated that
parents receive reports on the
student’s progress towards
reaching the goals set forth in the
IEP as often as parents are
informed of the progress of nondisabled students.
Student records indicated that the
district secures parental consent
to proposed IEP amendments.
The district routinely conducts
screening for three and four year
olds and for all children entering
kindergarten.
Student records revealed that
upon determining eligibility for
special education, the IEP Team
develops the IEP at the meeting.
Student records and staff
interviews indicated that when
the IEP Team and the parent find
the evaluation information
insufficient to develop a full or a
partial IEP, the district requests
and the parent consents to an
extended evaluation.
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
Page 6 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
PI
SE 20
LRE
Method(s) of
Investigation
Staff Interviews
&
Student
Records
Staff Interviews
SE 22
IEP
Implementation

SE 24
Notice

Student
Records
SE 25
Parental
Consent
SE 34
Continuum of
Services

Student
Records

Staff Interviews
Basis of Determination about
Criterion
Please see SE 43 and SE 46 for
commentary.
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
Please see SE 43 and SE 46 below.
Interviews indicated that the
special education liaisons inform
the student’s teachers and
providers of their specific
responsibilities related to the
implementation of the student’s
IEP.
Student records indicated that
upon receipt of a referral to
determine eligibility, the district
routinely responds with written
notification within five schools
days.
Student records indicated that the
district obtains parental consent
before initiating IEP services.
Staff interviews indicated that the
district has expanded the
continuum of alternative services
and placements available to meet
the needs of students with
disabilities. One example of this
is the recent addition of language
based classrooms which has
resulted in a reduction of out-ofdistrict placements.
In addition, as noted under SE 6,
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
Page 7 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Please see SE 43
and SE 46 below.
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 records indicated that the
IEP team routinely considers the
transition needs of students and
documents the IEP team’s
discussion on the required
Transition Planning Form.
SE 35
Assistive
Technology

Staff Interview
SE 37
Out-OfDistrict
Procedures

Student
Records
SE 41
Age Span

Documentation,
Staff Interview,
and Student
Records
The district has provided its staff
with professional development
concerning the use of assistive
technology for students with
disabilities. The district has also
created a database of the
available assistive technology
resources. As a result, the district
has increased its capacity to
provide students with disabilities
access to assistive technologies.
Student records indicated that the
district routinely conducts
monitoring of students placed in
out-of-district placements.
Documentation of monitoring
plans and all actual monitoring
are placed in student files.
Documentation and staff
interviews indicated that the
district is meeting the
instructional grouping age span
requirements.
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
Page 8 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 43
Behavioral
Supports
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
Records &
Staff Interviews
Although the district does have
the resources to provide students
with behavioral supports, student
records did not include any
evidence that the IEP Team
considers the use of positive
behavioral interventions or the
possible need for a functional
behavioral assessment when a
student’s behavior is impeding
their learning or the learning of
the others.
Please establish local procedures to
ensure that the IEP Team considers
the use of behavioral interventions
and the possible need for a
functional behavioral assessment
for students whose behavior
impedes their learning or the
learning of others. Included in the
procedures, please establish
guidance for IEP Teams on how to
identify students whose behavior
necessitates the use of positive
behavioral interventions or a
functional behavioral assessment.
Please provide training for all IEP
Team Chairpersons, special
education teachers, and building
administrators, on the newly
developed procedures.
Please conduct internal monitoring
of the records of students who
exhibit behavior that impedes their
learning or the learning of others to
ensure that the IEP Team
considered the use of positive
behavioral interventions and/or the
need for a functional behavior
assessment.
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
Page 9 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Please submit the
newly developed
procedures to the
Department by
September 30,
2010.
Please submit
evidence of
training, such as
agendas and signin sheets,
provided to IEP
Team
Chairpersons,
special education
teachers, and
building
administrators
about the newly
developed
procedures.
Please submit this
information to the
Department by
September 30,
2010.
Please submit the
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
results of internal
monitoring
conducted posttraining to ensure
that the IEP Team
is considering
behavioral
interventions for
students whose
behavior impede
their learning or
the learning of
others. If any
areas of noncompliance are
found, please
identify the root
cause and include
the subsequent
corrective
action(s).
Please submit the
results of the
internal
monitoring no
later than
December 17,
2010.
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
Page 10 of 11
Criterion
SE 46
Procedures for
Suspension of
Students with
Disabilities
when
Suspensions
exceed 10
consecutive
school days
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
Staff Interviews
&
Student
Records
In the course of the Midcycle
review, the Department
determined that currently, the
district has a practice of
removing students that exhibit
severe behaviors or emotional
needs from the general education
setting and placing these students
in a 45-day Interim Alternate
Education Setting (IAES) to
conduct an evaluation in an
attempt to assess the student’s
social-emotional needs. As a
result of this practice, student
records indicated that out-ofdistrict placements are often
recommended by the contracted
assessor(s).
The district cannot remove
students and place them within
an Interim Alternate Education
Setting without following the
disciplinary procedures
articulated under federal
regulation.
Please ensure that the districts
policies and procedures related to
the removal of students to an
Interim Alternate Educational
Setting adhere to the federal
regulations.
Please see Federal Regulations
34 CFR 300.530-537 for additional
information.
Please provide training for all IEP
Team Chairpersons and principals
on the districts procedures related
to the removal of students to an
Interim Alternative Educational
Setting (IAES).
If the district notes a pattern
eliciting concern or a particular
incident occurs that warrants it,
the district may propose to
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
Page 11 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Please submit a
copy of the
districts and
procedures related
to the removal of
students to an
Interim
Alternative
Educational
Setting.
Please submit
this information
by September 30,
2010.
Please submit
evidence of
training, such as
agendas and signin sheets,
provided to all
IEP Team
Chairpersons and
principals on the
district’s
procedures related
to the removal of
students to an
IAES.
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, and upon receipt of
consent, conduct an evaluation
(for example, a functional
behavioral assessment or an
evaluation to determine
additional social-emotional
needs) to determine whether the
services and placement of the
student are appropriate.
SE 54
Professional
Development

Staff Interview
&
Documentation
A review of documentation
submitted in addition to staff
interviews, indicated that the
district provides professional
development on state and federal
special education requirements
and practices.
Hamilton-Wenham Regional School District Coordinated Program Review Mid-cycle Report
July 6, 2010
Page 12 of 11
(b) Progress
Report Due
Date(s) and
Required
Elements
Please submit the
evidence by
December 17,
2010.
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REVIEW
School District: Hamilton-Wenham Regional School District
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