Massachusetts Department of Elementary and Secondary Education

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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
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