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