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 April 27, 2010 Susan T. Hitchcock, Superintendent Millbury Public School District 12 Martin Street Millbury, MA 01527 Re: Mid-cycle Report Dear Superintendent Hitchcock: Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report based on the Mid-cycle Review conducted in your district in February 2010. In this Midcycle 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 May 13, 2010. 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 Anne 1 Higgins at (781) 338-3721. Sincerely, Anne Higgins, 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 Elizabeth Ahern, Supervisor, Program Quality Assurance Services Jane Brady Pojani, Chairperson Karen Molnar, Local Program Review Coordinator Encs: Mid-cycle Report Mid-cycle Progress Report form 2 MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION MID-CYCLE REPORT Millbury Public Schools Dates of the Mid-cycle Review Onsite: February 10 and 11, 2010 Date of this Report: April 27, 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, Interviews Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation A review of the student records and staff interviews indicated that the district is appropriately evaluating students suspected of having a specific learning disability. The district is using the all of the current SLD forms. Written documentation was evident in the student records, including signed statements of agreement of all IEP Team members. Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 1 of 12 (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 Documents, Interviews Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation The district provided a statement of assurance that there are no students currently enrolled who would require an interpreter; however, interviews indicated that should such a student enroll the district will employ an educational interpreter registered with the Massachusetts Commission for the Deaf and Hard of Hearing. Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 2 of 12 (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 Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Student Records, Interviews Student Records, Interviews Required and Optional Assessments SE 4 Reports of Assessment Results SE 7 Transfer of Parental Rights Method(s) of Investigation PI Student Records, 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 A review of student records and staff interviews demonstrated that assessments are conducted in all areas related to the suspected disability of a student, including a district wide procedure for conducting assistive technology evaluations when appropriate. Student records and staff interviews demonstrated that the district ensures that each evaluator summarizes in writing the results, and the diagnostic impression, and provides in detail the student’s needs and ways in which to meet them. Student records and interviews indicated that at the Team meeting prior to a student reaching age 18; the district informs the students of their right upon turning 18 to make decisions related to special Provide appropriate staff with training on the implementation and follow through of district procedures established to assure compliance with this criterion. Specifically, the training should address the district Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 3 of 12 Submit a copy of the agenda and sign-in sheets for the training to the Department on or before June Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion education. However, student records demonstrated that the district does not consistently secure student consent at age 18, or if the decision at the age of majority is to share or delegate decision-making, the district does not consistently document in written form that decision-making authority will be shared or delegated. If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation procedures to consistently secure student consent at age 18, or if the decision at the age of majority is to share or delegate decision-making, document in written form that decision-making authority will be shared or delegated. The district must conduct internal monitoring of student records to determine that they consistently secure student consent at age 18, or if the decision at the age of majority is to share or delegate decisionmaking, document in written form that decision-making authority will be shared or delegated to the parent where appropriate. Please note when conducting internal monitoring that district 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). Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 4 of 12 (b) Progress Report Due Date(s) and Required Elements 29, 2010. Submit the results of an administrative review of student records for high school students who have reached the age of 18 for the period of May 2010-September 2010. Indicate the number of records reviewed, the number found to be compliant and any further steps taken to address any continued non-compliance. Please submit this to the Department on or before October 15, 2010. Criterion SE 8 Criterion Implemented Documents, Student Records, Interviews Student Records, Interviews Student Records Frequency of Reevaluation SE 14 Review and Revision of IEPs Method(s) of Investigation IEP Team Composition and Attendance SE 12 Criterion Partially Implemented (PI) or Not Implemented (NI) Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation The student record review and staff interviews indicated that there are procedures in place to assure that all required Team members are in attendance. District documentation and interviews demonstrated that in instances when a Team member may be unavailable, the parent is notified and arrangements are made to use alternate means of participation or if agreed to the parent may consent in writing to the excusal of a Team member as required. The student record review and staff interviews indicated that reevaluations are always conducted every three years. Interviews indicated that the district has adopted policies and implemented procedures to assure compliance with the requirements of this criterion. Student record review demonstrated that at least annually, on or before the anniversary date of the implementation of the IEP, a Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 5 of 12 (b) Progress Report Due Date(s) and Required Elements 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 Team meeting is held to consider the student’s progress and to review, revise, or develop a new IEP or refer the student for a reevaluation, as appropriate. SE 15 Documents Student Records, Interviews Outreach by the School District SE 18A IEP Development and Content The district provided sample letters sent as outreach for Child Find for students beyond preschool. Letters were sent to professionals in the community, private nursery schools, group homes, parent organizations, clinical/health care agencies, agencies serving migrant workers and agencies who work with or shelter homeless persons. Student records and staff interviews indicated that for students found eligible for special education, the Team, including the parents, develop the IEP at the Team meeting using the evaluation data to guide development of measurable, annual goals for the student. Student records demonstrated that counseling services are identified when appropriate. Further the district ensures that all aspects of Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 6 of 12 (b) Progress Report Due Date(s) and Required Elements 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 the IEP are complete including identifying paraprofessional support and adaptive physical education where appropriate. SE 22 Documents, Interviews Documents, Student Records, Interviews IEP Implementation and Availability SE 25A Notice to the BSEA District documentation and staff interviews indicated that the district has procedures in place to ensure that each teacher and provider described in student IEPs is informed of his or her specific responsibilities related to the implementation of the student’s IEP. Student records, district policies and staff interviews demonstrated that within five calendar days of receiving a notice that a parent is requesting a hearing or has rejected an IEP, proposed placement, or finding of no eligibility for special education, the district sends a copy of the notice to Special Education Appeals as required. Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 7 of 12 (b) Progress Report Due Date(s) and Required Elements Criterion SE 26 Criterion Implemented Method(s) of Investigation Student Records, Interviews Documents, Interviews Parent Participation in Team Meetings SE 29 Criterion Partially Implemented (PI) or Not Implemented (NI) Communications are in English and primary language of home SE 34 Continuum of Alternative Services Documents, Interviews Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation Student record review and staff interviews demonstrated that when a parent can not attend a Team meeting, the district consistently proposes other alternate methods to ensure parent participation and documents repeated attempts to facilitate the parent’s participation in the Team meeting process. District documentation and staff interviews indicated that the district has procedures in place to ensure that parents whose primary language is other than English receive translated documentation and are provided language assistance in order to participate in the IEP process. Documentation review and interviews indicated that the continuum of services and alternative placements throughout the district meet the needs of all students with disabilities. Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 8 of 12 (b) Progress Report Due Date(s) and Required Elements Criterion SE 35 Criterion Implemented Documents, Interviews, Site Visit Documents, Student Records, Interviews Documents, Student Records, Interviews IEP Implementation SE 37 Procedures for Approved and Unapproved Outof-district Placements Method(s) of Investigation Assistive Technology SE 36 Criterion Partially Implemented (PI) or Not Implemented (NI) Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation District documentation, interviews and an on-site observations demonstrated that the IMAGINE classroom has been reequipped with updated assistive technology and adaptive equipment to meet the needs of the students placed in the program. Documentation indicated that the district has put in place polices and procedures to ensure administrative oversight of special education service delivery. Specifically, student records and staff interviews demonstrated there is ongoing monitoring to ensure the full implementation of IEPs. Student records, district documentation and staff interviews demonstrated that the district monitors the provision of services to individual students placed in public and private outof-district programs. Student records contained documentation of monitoring plans and activities conducted by the district. Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 9 of 12 (b) Progress Report Due Date(s) and Required Elements Criterion SE 39B Criterion Implemented Documents, Interviews Documents, Interviews Documents, Interviews Instructional Grouping SE 41 Age Span Method(s) of Investigation Procedures for Services in Private Schools at Private Expense SE 40 Criterion Partially Implemented (PI) or Not Implemented (NI) Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation Documentation and staff interviews indicated that the district has written procedures in place for providing services for students enrolled in private schools at private expense. Currently the district has indicated that there are no students eligible for special education enrolled in private schools at private expense. Documents and interviews indicated that special education instructional groupings at all school levels are routinely reviewed to ensure appropriate student-teacher ratios. District documentation demonstrated that there is a review process in place to assure that the ages of the youngest and oldest child in any instructional grouping do not differ by more than forty-eight months at all school levels. Currently the documentation indicated that the district does not have any instructional groupings with age spans greater than forty-eight months; however interviews Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 10 of 12 (b) Progress Report Due Date(s) and Required Elements 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 indicated when age span may be an issue, a procedure is in place to submit a written request for approval of a wider age range is from the Department where appropriate. SE 43 Student Records, Interviews Student Records, Interviews Documents Behavioral Interventions SE 49 Related Services SE 51 Teacher Certification Student record review and staff interviews indicated that when a student’s behavior impedes their learning or the learning of others, the Team routinely considers the student’s behavior including positive behavioral interventions, ability to follow school discipline codes, any needed code modifications and the possible need for a functional behavioral assessment. Student record review and staff interviews demonstrated that all related services, as indicated on the IEP service delivery girds are provided as required. Documentation demonstrated that all special education teachers employed by the district are appropriately licensed and/or certified. Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 11 of 12 (b) Progress Report Due Date(s) and Required Elements Criterion SE 53 Criterion Implemented Special Education Facilities Method(s) of Investigation Documents, Interviews Site Visit, Interviews Use of Paraprofessionals SE 55 Criterion Partially Implemented (PI) or Not Implemented (NI) Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation A review of documentation and staff interviews demonstrated that the district paraprofessional staff members are appropriately trained to assist in providing special education or related services and implement instruction under the supervision of an appropriately certified or licensed professional who is easily accessible to provide supervision. On site observations and staff interviews indicated that the locations of special education classrooms at the Shaw Elementary School were relocated to maximize the inclusion of special education students into the life of the school. Observations and interviews also demonstrated that the junior high school has appropriate dedicated space to provide occupational therapy services. Millbury Public School District Coordinated Program Review Mid-cycle Report April 27, 2010 Page 12 of 12 (b) Progress Report Due Date(s) and Required Elements MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION MID-CYCLE REVIEW School District: Millbury Public 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