Massachusetts Department of
Elementary and Secondary Education
75 Pleasant Street, Malden, Massachusetts 02148-4906
Telephone: (781) 338-3700
TTY: N.E.T. Relay 1-800-439-2370
July 30, 2010
James Weiss, Superintendent
Martha’s Vineyard Public Schools
4 Pine Street, RR2 Box 261
Vineyard Haven, MA 02568
Re: Mid-cycle Report
Dear Superintendent Weiss:
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 August 16, 2010.
Your staff's cooperation throughout this Mid-cycle Review is appreciated. If you have
1
questions about this letter or the enclosed report, please do not hesitate to contact Nancy
Hicks at (781) 338-3714.
Sincerely,
Nancy Hicks, 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
Vani Rastogi-Kelly, Supervisor, Program Quality Assurance Services
Marshall Segall, Up-Island School Committee Chairperson
Susan Mercier, Edgartown School Committee Chairperson and Martha’s
Vineyard Regional High School Committee Chairperson
Priscilla Sylvia, Oak Bluffs School Committee Chairperson
Robert Tankard, Tisbury School Committee Chairperson
Daniel Cabot, All Island School Committee Chairperson
Daniel Seklecki, Local Program Review Coordinator
Encs: Mid-cycle Report
Mid-cycle Progress Report Form
2
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
Martha’s Vineyard School District
Dates of the Mid-cycle Review Onsite: May 19 - 20, 2010
Date of this Report: July 30, 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 a specific
learning
disability
Criterion
Implemented


Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Student Records
Interview
Basis of Determination
about Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for
Implementation
All schools in the district
demonstrated that the Team
creates a written determination
when a student is found
eligible for special education
based on a specific learning
disability. The determination
was signed by all members of
the Team in each record
reviewed. Procedures are in
place ensuring that if there is
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 1 of 17
(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
Interview
Documentation
Basis of Determination
about Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for
Implementation
a disagreement as to the
determination, one or more
Team members would
document their disagreement.
Providers of interpreting
services for students who are
deaf or hard of hearing are
registered with the
Massachusetts Commission
for the Deaf and Hard of
Hearing.
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 2 of 17
(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 2
Required and
optional
assessments
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination
about Criterion
PI
Student
Records
The required educational
assessment by a representative
of the school district,
including a history of the
student’s educational progress
in the general curriculum
(Educational Assessment A
and B), was not completed for
all eligibility determinations
for students in the district.
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
Train appropriate staff on
completing all of the required
information on Educational
Assessments A and B for all
eligibility determinations.
Develop an internal oversight
and tracking system to ensure
that Educational Assessment A
and B are completed.
Subsequent to the training and
the implementation of the
tracking system, develop a
report of the results of an
internal review of student
records regarding the
Educational Assessments.
*Please note when conducting
internal monitoring the
district must maintain the
following documentation and
make it available to the
Department upon request:
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 3 of 17
(b) Progress
Report Due
Date(s) and
Required
Elements
Provide an
agenda, signed
attendance
sheets
(indicating role
of staff) and
training
materials for
staff training on
the requirements
for completing
the Educational
Assessment A
and B. Also
submit the
description of
the internal
oversight and
tracking system
and identify the
person(s)
responsible for
the oversight.
Submit this
information by
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
a) List of student names and
grade levels for the records
reviewed; b) Date of the
review; c) Name of person(s)
who conducted the review,
with their role(s) and
signature(s).
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 4 of 17
(b) Progress
Report Due
Date(s) and
Required
Elements
November 15,
2010.
Submit a report
of the results of
an internal
review of
records in which
the assessments
were completed
after the
training. Include
the following:
 Number of
records
reviewed;
 Number of
records that
included
Educational
Assessments
A and B;
 Description
of the root
causes for any
noncompliance
found; and
 Specific
actions taken
by the district
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
to remedy any
noncompliance.
Submit this
report by
March 15,
2011.
SE 6

Student
Records
Determination of
transition services
SE 8
IEP Team
composition and
attendance
PI
Student
Records
Interviews
The vision statements on IEPs
beginning at age 14 include
students’ preferences and
interests and include desired
outcomes in adult living, post
secondary education and
working environment.
When a student may be
involved in a general
education program, general
educators were in attendance
at IEP Team meetings at all
schools except Martha’s
Vineyard Regional High
School. When there was no
general education teacher at
the Team meeting at the high
school, there was no
indication that the district and
parent agreed that the
member’s attendance was not
necessary or consented to the
member’s absence, the
parent’s agreement or consent
Train appropriate staff at the
high school on the requirement
to have a general education
teacher at the Team meeting
when a student is or may be
involved in a general education
program. Indicate the
appropriate excusal procedures
to follow when a Team member
is absent, which include the
school district and parent
agreeing that the member’s
attendance is not necessary or
consent to the member’s
excusal, the parent’s agreement
or consent must be in writing
and the absent Team member
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 5 of 17
Provide an
agenda, signed
attendance
sheets
(indicating role
of staff) and
training
materials for the
high school staff
training on the
requirements to
have a regular
education
teacher at the
Team meeting
and appropriate
excusal
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination
about Criterion
was not in writing, and there
was no indication that the
absent member submitted in
writing input related to the
IEP’s development.
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
submits in writing input related
to the IEP’s development.
Develop an internal oversight
and tracking system to ensure
that a general education teacher
attends the Team meeting and
that appropriate excusal
procedures are followed for
absent Team members.
Subsequent to the staff training
and implementation of the
tracking system, develop a
report of the results of an
internal review of student
records regarding Team
meeting attendance at the high
school.
*Please note 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 levels for the records
reviewed; b) Date of the
review; c) Name of person(s)
who conducted the review,
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 6 of 17
(b) Progress
Report Due
Date(s) and
Required
Elements
procedures.
Also submit a
description of
the internal
oversight and
tracking system
and identify the
person(s)
responsible for
the oversight.
Submit this
information by
November 15,
2010.
Submit a report
of the results of
the internal
review of
records at the
high school in
which the Team
meeting
occurred after
the training.
Include the
following:
 Number of
records
reviewed in
which a
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
with their role(s) and
signature(s).
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 7 of 17
(b) Progress
Report Due
Date(s) and
Required
Elements
student is or
may be
involved in a
general
education
program;
 Number of
records that
included a
general
education
teacher at the
Team
meeting or
appropriate
documentation of
excusal
procedures;
 Description
of the root
causes for any
noncompliance
found; and
 Specific
actions taken
by the district
to remedy any
noncompliance.
Criterion
SE 9
Timeline for
determination of
eligibility and
provision of
documentation to
parent
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
PI
Method(s) of
Investigation
Student
Records
Interviews
Basis of Determination
about Criterion
Timelines to determine
eligibility were met for
students attending all schools
except Martha’s Vineyard
Regional High School. At the
high school, the testing was
completed within 30 school
working days of receipt of
consent from the parent. The
Team did not always meet,
however, to determine
whether the student is eligible
for special education within 45
school working days.
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
Develop an internal oversight
and tracking system at the high
school to ensure that the Team
meets to determine whether the
student is eligible for special
education within 45 school
working days of receipt of the
parent’s written consent to an
evaluation.
After the implementation of the
tracking system, develop a
report of the results of an
internal review of records at the
high school level for evidence
of compliance with the 45 day
timeline upon district receipt of
consent.
*Please note 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 levels for the records
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 8 of 17
(b) Progress
Report Due
Date(s) and
Required
Elements
Submit this
report by
March 15,
2011.
Submit the
description of
the internal
oversight and
tracking system
and identify the
person(s)
responsible for
the oversight.
Submit this
information by
November 15,
2010.
Submit a report
of the results of
an internal
review of
records at the
high school for
evaluations
conducted since
the tracking
system was
implemented.
Include the
following:
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
reviewed; b) Date of the
review; c) Name of person(s)
who conducted the review,
with their role(s) and
signature(s).
SE 12
Frequency of reevaluation
PI
Student
Records
Interviews
Evaluations are not always
conducted every three years
for students attending
Edgartown School and West
Tisbury School. At Martha’s
Train appropriate staff at
Edgartown School, West
Tisbury School and Martha’s
Vineyard Regional High School
on the requirement to conduct
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 9 of 17
(b) Progress
Report Due
Date(s) and
Required
Elements
 Number of
records
reviewed;
 Number of
records that
met timeline
requirements
for
determination
of eligibility;
 Description
of the root
causes for any
noncompliance
found;
 Specific
actions taken
by the district
to remedy any
noncompliance.
Submit this
report by
March 15,
2011.
Provide an
agenda, signed
attendance
sheets
(indicating role
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination
about Criterion
Vineyard Regional High
School, three year reevaluations are often
postponed to make current
evaluations available for
students attending college.
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
re-evaluations every three years
unless the parent and district
agree that it is unnecessary.
Develop an internal oversight
and tracking system to ensure
that re-evaluations are
conducted every three years.
Subsequent to the staff training
and implementation of the
tracking system, develop a
report of the results of an
internal review of student
records where re-evaluations
were completed since the
training.
*Please note 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 levels for the records
reviewed; b) Date of the
review; c) Name of person(s)
who conducted the review,
with their role(s) and
signature(s).
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 10 of 17
(b) Progress
Report Due
Date(s) and
Required
Elements
of staff) and
training
materials for
staff training on
the requirement
to conduct a reevaluation every
three years
unless the parent
and district
agree that it is
unnecessary.
Also submit the
description of
the internal
oversight and
tracking system
and identify the
person(s)
responsible for
the oversight.
Submit this
information by
November 15,
2010.
Submit a report
of the results of
the internal
review of
records at
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
Edgartown
School, West
Tisbury School
and Martha’s
Vineyard
Regional High
School where a
re-evaluation
was due after
the training.
Include the
following:
 Number of
records
reviewed;
 Number of
records in
which a reevaluation
was
conducted
every three
years;
 Description
of the root
causes for any
noncompliance
found; and
 Specific
actions taken
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 11 of 17
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
by the district
to remedy any
noncompliance.
Submit this
report by
March 15,
2011.
SE 18A

Student
Records

Student
Records
IEP development
and content
SE 18B
Determination of
placement;
provision of IEP to
parent
SE 24
Notice to parent
regarding proposal
or refusal to
initiate or change
the identification,
evaluation, or
educational
placement of the
child or the
PI
Student
Records
Teams complete all areas of
the most current IEP format,
including the Present Levels
of Educational Performance A
and B.
Immediately following the
development of the IEP, the
district provides the parent
with the proposed IEP and
proposed placement, along
with the required notice.
Edgartown Elementary School
and Up-Island Regional
Schools do not consistently
complete the Notice of
Proposed School District
Action (N1 form). Although
the schools provide the N1
form to parents, the schools do
not respond to the six
questions on page 2 of the
form, consistent with federal
Train appropriate staff at
Edgartown Elementary School
and Up-Island Regional Schools
on providing all of the required
information on page 2 of the N1
form when proposing an IEP or
extended evaluation.
Develop an internal oversight
and tracking system to ensure
that all questions on page 2 of
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 12 of 17
Provide an
agenda, signed
attendance
sheets
(indicating role
of staff) and
training
materials for
staff training on
the requirements
for completing
Criterion
provision of FAPE
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination
about Criterion
requirements, when an IEP or
extended evaluation is
proposed.
N1 forms at all other schools
are appropriately completed.
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
the N1 form are addressed.
Subsequent to the training and
implementation of the tracking
system, develop a report of the
results of an internal review of
student records regarding the
appropriate completion of the
N1 form.
*Please note 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 levels for the records
reviewed; b) Date of the
review; c) Name of person(s)
who conducted the review,
with their role(s) and
signature(s).
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 13 of 17
(b) Progress
Report Due
Date(s) and
Required
Elements
the N1 form.
Also submit the
description of
the internal
oversight and
tracking system
and identify the
person(s)
responsible for
the oversight.
Submit this
information by
November 15,
2010.
Submit a report
of the results of
an internal
review of
records from the
Edgartown
Elementary
School and the
Up-Island
Regional
Schools in
which an N1
form was
developed after
the training.
Include 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
(b) Progress
Report Due
Date(s) and
Required
Elements
following:
 Number of
records
reviewed;
 Number of
records that
included
appropriate
completion of
the N1 form;
 Description
of the root
causes for any
noncompliance
found; and
 Specific
actions taken
by the district
to remedy any
noncompliance.
Submit this
report by
March 15,
2011.
SE 25

Student
Records
Parental consent
Interviews
The school district obtains
written parental consent to the
services proposed on a
student’s IEP before providing
such services. Parental
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 14 of 17
Criterion
SE 32
Criterion
Implemented


Procedures for
approved and
unapproved out-ofdistrict placements
Method(s) of
Investigation
Interviews
Documentation
Parent advisory
council for special
education
SE 37
Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)

Student
Records
Interviews
Basis of Determination
about Criterion
If Partially Implemented or
Not Implemented:
(a) Required Corrective
Action and Timelines for
Implementation
consents for evaluations were
signed in all student records,
and consents for IEPs and
evaluations are received in a
timely manner.
The special education parent
advisory council (PAC), in
cooperation with the district,
has held a workshop this year
on parent and student rights.
A representative of the PAC
meets with the district to
advise the district on matters
that pertain to the education
and safety of students with
disabilities and to participate
in the planning, development
and evaluation of the school
district’s special education
programs.
The district monitors the
provision of services to and
the programs of individual
students placed in out-ofdistrict programs. Completed
monitoring forms were
included in the student
records.
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 15 of 17
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 51
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)

Method(s) of
Investigation
Interviews
Appropriate
special education
teacher licensure
Documentation
SE 55
PI
Special education
facilities and
classrooms
Observations
Interviews
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
All staff who design and/or
provide direct special
education services are
appropriately licensed.
Rooms used for special
education services at the Oak
Bluffs Elementary School and
Martha’s Vineyard Regional
High School are at least equal
in physical respects to the
standards of general education
facilities and maximize the
inclusion of eligible students
into the life of the school.
At the Tisbury School there is
one room used for special
education services for students
in grades K-4 that is a small
space for the number of
students served; this
classroom is shared by two
teachers. At times, when both
teachers are scheduled to work
with groups in the classroom,
one teacher is required to
move the group to another
location due to the size and
distractibility. Additionally,
Develop a plan to ensure that
special education students in
grades K-4 at the Tisbury
School receive services in a
setting that is at least equal in
all physical respects to the
average standards of general
education facilities and
classrooms. The space should
minimize the separation of
eligible students and maximize
their inclusion into the life of
the school.
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 16 of 17
Submit the plan
to ensure that
eligible students
in grades K-4 at
the Tisbury
School receive
services in a
setting that is at
least equal in all
physical
respects to the
average
standards of
general
education
facilities and
classrooms.
Submit this
information by
November 15,
2010.
This criterion is
subject to onsite verification.
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
some students are in the
classroom for up to 2.5 hours
per day and the location of the
classroom does not maximize
inclusion of the students into
the life of the school, as this
classroom is apart from other
classes.
Martha’s Vineyard School District Coordinated Program Review Mid-cycle Report
July 30, 2010
Page 17 of 17
(b) Progress
Report Due
Date(s) and
Required
Elements
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REVIEW
School District: Martha’s Vineyard 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