Massachusetts Department of Elementary and Secondary Education 75 Pleasant Street, Malden, Massachusetts 02148 Telephone: (781) 338-3700 TTY: N.E.T. Relay 1-800-439-2370 June 11, 2009 Dr. Middleton McGoodwin, Superintendent Marshfield Public Schools 76 South River Street Marshfield, MA 02050 Re: Mid-cycle Report Dear Dr. McGoodwin: 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 11, 2009. 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 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 that must be implemented without delay. 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 June 29, 2009. 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 Michelle Griffin at 781-338-3755. Sincerely, Michelle Griffin, 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 Marti Morrison, School Committee Chairperson Susan Dupuis, Local Program Review Coordinator Encs: Mid-cycle Report Mid-cycle Progress Report Form 1 MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION MID-CYCLE REPORT MARSHFIELD PUBLIC SCHOOLS Date of the Mid-cycle Review Onsite: May 11, 2009 Date of this Report: June 11, 2009 Core Special Education Criteria Cited in CPR Report and Monitored in this Mid-cycle Review (These criteria are marked with a triple asterisk (***) in the Mid-cycle Review Information Package and in the School District Information Package for Special Education.) 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 PI Interviews ***SE 24 Notice to parent regarding proposal or refusal to initiate or change the Record review Basis of Determination about Criterion Record review and interviews indicate that the district consistently sends notices at appropriate junctures. However, record review indicates that notices do not always contain required content. Specifically, at times, notices did not note the MARSHFIELD PUBLIC SCHOOLS Coordinated Program Review Mid-cycle Report June 11, 2009 Page 1 of 7 If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation Provide training to all staff responsible for completing notices of proposed school district action (N1 forms) on the proper completion of the notice, including appropriately answering all six questions on the form. Also provide training on the need (b) Progress Report Due Date(s) and Required Elements 10/16/09 Criterion identification, evaluation, or educational placement of the child or the provision of FAPE Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion specific evaluation procedure, test, record or report used as a basis for proposed action, and/or whether there were any other factors that contributed to the proposals. In addition, in most records reviewed, notices in which the district was proposing placements and IEPs only noted on page one of the N1 form that the district was proposing an IEP and did not indicate the proposal of a placement for the student. If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation to include the required information on page one of the N1 form. Provide evidence of the training, including agenda, training materials, and signed attendance sheets (indicating name and role of staff) by October 16, 2009. Submit a description of the internal oversight and tracking system for ensuring that notices are completed as required. Include person(s) responsible for the oversight, by October 16, 2009. Conduct an internal review of a random selection of records in which notices have been completed since the training. Ensure that the sample includes notices completed at each of the district’s schools. Provide the following information: Name and role of staff completing review. MARSHFIELD PUBLIC SCHOOLS Coordinated Program Review Mid-cycle Report June 11, 2009 Page 2 of 7 (b) Progress Report Due Date(s) and Required Elements 1/29/10 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 ***SE 29 PI Communications are in English and primary language of home Record review Interviews Interviews indicate that the district does have a means of determining whether translations are required, through the home language survey. The district has also implemented a process and a form through which staff can request translation and/or interpretation. Record review indicates that the district does have interpreters at Team meetings when required. Interviews indicate that usually, a district staff member who is familiar with special education MARSHFIELD PUBLIC SCHOOLS Coordinated Program Review Mid-cycle Report June 11, 2009 Page 3 of 7 (b) Progress Report Due Date(s) and Required Elements Number of records reviewed at each school. Rate of compliance with requirements concerning content of notice. Actions taken by the district to address any areas of non-compliance. Provide the above report by January 29, 2010. Provide training to staff responsible for ensuring that information is translated for parents who require it. Include in the training the following requirements: The need to translate evaluations and progress reports. If the district provides notices orally or in some other mode of communication that is not written language, the district keeps written documentation (1) that it has provided such notice in an alternate manner, 10/16/09 Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion procedures and services interprets. However, at times, an agency is used or a parent/ guardian prefers a family member to interpret. In these latter cases, the district reports that the Team chairperson ensures that the interpreter is familiar with special education procedures before the Team meeting. Record review indicates that the district does translate IEPs, notices and meeting invitations. However, record review indicates that evaluation reports and progress reports were not translated when necessary. The district is aware of this issue, and progress is being made towards full implementation of these requirements. Where written documentation is verbally translated for parents, the district does not always MARSHFIELD PUBLIC SCHOOLS Coordinated Program Review Mid-cycle Report June 11, 2009 Page 4 of 7 If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation (b) Progress Report Due Date(s) and Required Elements (2) of the content of the notice and (3) of the steps taken to ensure that the parent understands the content of the notice. Provide evidence of the training, including agenda, training materials, and signed attendance sheets (indicating name and role of staff) by October 16, 2009. Submit a description of the internal oversight and tracking system for ensuring that evaluations and progress reports are translated, and that written documentation is kept when notice is provided orally or in some other mode of communication. Include person(s) responsible for the oversight, by October 16, 2009. Conduct an internal review of student records in which the parents’ primary language is not English, post training. Ensure 1/29/10 Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion document that it has provided information in this alternative means. If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation that the sample includes records from each of the district’s schools, if applicable. Provide the following information: Name and role of staff completing review. Number of records reviewed at each school. Rate of compliance with translated evaluations and progress reports, as well as written documentation when notice is provided orally or in some other mode of communication. Actions taken by the district to address any areas of non-compliance. Provide the above report by January 29, 2010. SE 48 Equal opportunity to participate in educational, Not Rated The Coordinated Program Review Report indicated that the district did not track the work study and employment opportunities for assignment of credit for students in the Senior MARSHFIELD PUBLIC SCHOOLS Coordinated Program Review Mid-cycle Report June 11, 2009 Page 5 of 7 (b) Progress Report Due Date(s) and Required Elements Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation nonacademic, extracurricular and ancillary programs, as well as participation in regular education Interviews ***SE 52A PI Documentation Registration of educational interpreters SE 55 √ Special Education Facilities and classrooms Observation/ Tour Interviews Basis of Determination about Criterion Tutorial Center, which was then a special education program. However, at this time, the Senior Tutorial Center is no longer in existence in the district. Therefore, this criterion was not rated. According to interviews and documentation, not all district interpreters for the deaf and hard of hearing are registered with the Mass. Commission for the Deaf and Hard of Hearing. The district is working towards full implementation of the requirements of this criterion and currently only one registration is pending. A tour of the high school indicates that special education instructional spaces currently maximize the inclusion of students with special needs into the life of the school. These spaces are located amongst general education academic spaces, and are given the same MARSHFIELD PUBLIC SCHOOLS Coordinated Program Review Mid-cycle Report June 11, 2009 Page 6 of 7 If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation Provide an update on the pending registration of the educational interpreter by October 16, 2009. (b) Progress Report Due Date(s) and Required Elements 10/16/09 Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion priority as general education programs in the allocation of school spaces. Further, these spaces are at least equal in all physical respects to the average standards provided for general education instruction. MARSHFIELD PUBLIC SCHOOLS Coordinated Program Review Mid-cycle Report June 11, 2009 Page 7 of 7 If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation (b) Progress Report Due Date(s) and Required Elements MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION MID-CYCLE REVIEW School District: MARSHFIELD PUBLIC SCHOOLS 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