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
June 20, 2012
Kim Nicoll, Head of School
Gregory Woodward, Head of School
Roxbury Preparatory Charter School
120 Fisher Avenue
Roxbury, MA 02120
Re: Mid-cycle Report
Dear Ms. Nicoll and Mr. Woodward:
Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report based
on the onsite visit conducted in your district in November 2011. During the 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: interviews, review of student records,
examination of documentation, and classroom observation(s).
The Department determined that one or more of the criteria monitored in your district was
“Partially Implemented” or “Not Implemented.” In all instances where noncompliance was
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 July 6, 2012.
1
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 Jane Ewing at 781-3383741.
Sincerely,
Jane L. Ewing, 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
Dean Paolillo, Supervisor, Program Quality Assurance Services
Greg Shell, Chairperson, Roxbury Preparatory Charter School Board of Trustees
Julie Evans, Local Program Review Coordinator
Encs: Mid-cycle Report
Mid-cycle Progress Report Form
2
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
ROXBURY PREPARATORY CHARTER SCHOOL
Dates of the Mid-cycle Review Onsite: November 21, 2011
Date of this Report: June 20, 2012
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 7
Transfer of
parental
rights and
student
participation
and consent
at age of
majority
Criterion
Implemented

Not
Applicable
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
Roxbury Preparatory Charter
School is a middle school
serving grades 5-8.
Roxbury Preparatory Charter School Coordinated Program Review Mid-cycle Report
June 20, 2012
Page 9 of 9
(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
Document
Review
According to interview and
student record data, Roxbury
Preparatory Charter School has
an established process to ensure
that required IEP Team members
attend IEP meetings.
Staff
Interviews
SE 8
IEP Team
composition
and
attendance
Student
Record
Review
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for
Implementation
(b) Progress
Report Due
Date(s) and
Required
Elements
If a required IEP Team member
cannot attend, the school ensures
that the parent is notified in
advance and offers to reschedule
the meeting. If the parent
consents to go ahead with the
meeting, the district obtains the
parent’s agreement to excuse the
IEP Team member in writing.
Excused required IEP Team
members provide written input to
Teams for IEP development.
SE 18A
IEP
Development
and content
PI
Document
Review
Staff
Interviews
Student
Record
A review of documentation and
student records verified that the
school has implemented training
and developed procedures
regarding the IEP Team’s
obligation to document student
needs in the IEP when the
evaluation indicates that the
student’s disability affects social
Please ensure that IEP Team
chairpersons are trained in the
appropriate development and
completion of the PLEP B.
Please develop an internal
monitoring system that includes
tracking the completion of the
PLEP B in student IEPs and the
Roxbury Preparatory Charter School Coordinated Program Review Mid-cycle Report
June 20, 2012
Page 9 of 9
Please provide
evidence of
training provided
to IEP Team
chairpersons,
including the
signed
attendance sheet
indicating staff
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
Review
skills development or makes
them susceptible to bullying,
harassment, or teasing. The
school’s procedures also address
the requirements that the IEP
specifically address the skills
needed to address bullying for
students on the autism spectrum.
periodic review of student records
for IEP completeness. Please
identify person(s) responsible for
this internal monitoring by name
and title.
name and role,
the agenda, and
training
materials.
Student records demonstrated
that the school has actively
supported student needs by
developing IEPs that address the
possibility of bullying,
harassment, or teasing.
Student record review indicated
that IEP Teams are not
consistently addressing a
student’s age-specific
considerations or language needs
on the Present Level of
Educational Performance
(PLEP) B when applicable.
Please select a sample of student
records across grade levels to
examine IEPs developed
subsequent to the school’s
implementation of its corrective
actions for completion of the PLEP
B section. Evidence should
demonstrate that students’ PLEP B
pages are appropriately completed,
including for students with agespecific or language
considerations.
*Please note that 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
level for the record review; b)
Date of the review; c) Name of
person(s) who conducted the
review, their roles(s), and their
Roxbury Preparatory Charter School Coordinated Program Review Mid-cycle Report
June 20, 2012
Page 9 of 9
Please provide a
description of
the internal
review and
tracking system
and indicate the
person(s)
responsible for it
by October 15,
2012.
Please submit
the report of the
results of the
internal review
of records.
Please include
the number of
records reviewed
and the number
of records in
compliance. For
all records not in
compliance,
please determine
the root
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
signature(s).

Document
Review
Staff Interview
SE 25
Parental
consent
Student
Record
Review
Documentation and interviews
confirmed that the charter school
has an appropriate policy for
when a parent revokes consent
for special education services.
According to the school’s policy,
the school sends a notice
immediately to the parents prior
to discontinuing all special
education services, along with a
copy of the parent’s right to
procedural safeguards.
Additionally, an interview with
the Special Education Director
verified that the district will not
use mediation or request a due
process hearing to obtain
agreement or a ruling requiring
the continuation of services,
Roxbury Preparatory Charter School Coordinated Program Review Mid-cycle Report
June 20, 2012
Page 9 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
causes(s) of the
noncompliance
and submit the
district’s plan to
remedy the
noncompliance.
This progress
report is due
January 14,
2013.
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
consistent with federal
regulation.
Roxbury Preparatory Charter School Coordinated Program Review Mid-cycle Report
June 20, 2012
Page 9 of 9
(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 3
Special
requirements
for
determination
of specific
learning
disability
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
PI
Document
Review
Staff
Interviews
Student
Record
Review
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for
Implementation
The student record review
indicated that school’s form for a
Team’s Determination of
Eligibility for Specific Learning
Disability (SLD) did not contain
space for IEP Team signatures
(mandated form 28M/10).
According to interviews, the
incorrect version of the form was
generated by the school’s
contracted information
management system.
Please ensure that IEP Team
chairpersons are trained in the
development and completion of the
revised IEP Team Determination of
SLD Eligibility form.
The special education
coordinator of Roxbury
Preparatory Charter School
alerted the software company of
the requirement for IEP Team
member signatures on the
Determination of SLD Eligibility
form immediately following the
mid-cycle review onsite visit
(November 23, 2011).
Please develop an internal
monitoring system that includes
tracking the appropriate
documentation of SLD
determinations and the periodic
review of student records for Team
signatures on the SLD Eligibility
form. Please identify person(s)
responsible for this internal
monitoring by name and title.
The district must conduct a review
of student records after all other
corrective actions have been
implemented. Select a sample of
student records across grade levels
of students evaluated for SLD
subsequent to the implementation
of the school’s corrective actions to
Roxbury Preparatory Charter School Coordinated Program Review Mid-cycle Report
June 20, 2012
Page 9 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
Please provide
evidence of
training provided
to IEP Team
chairpersons,
including the
signed
attendance sheet
indicating staff
name and role,
the agenda, and
training
materials.
Please also
include a blank
copy of the
mandated form
28M/10 as
currently
generated by the
school’s
information
management
system.
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
review for the implementation of
the SLD process. Evidence should
demonstrate that SLD
documentation is appropriately
developed and signed by all IEP
Team members.
*Please note that 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
level for the record review; b)
Date of the review; c) Name of
person(s) who conducted the
review, their roles(s), and their
signature(s).
Roxbury Preparatory Charter School Coordinated Program Review Mid-cycle Report
June 20, 2012
Page 9 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
Please provide a
description of
the internal
review and
tracking system
and indicate the
person(s)
responsible for it
by October 15,
2012.
Please submit
the report of the
results of the
internal review
of records.
Please include
the number of
records reviewed
and the number
of student
records in
compliance. For
all records not in
compliance,
please determine
the root
causes(s) of the
noncompliance
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
and submit the
district’s plan to
remedy the
noncompliance.
This progress
report is due
January 14,
2013.
SE 4
Reports of
assessment
results

Document
Review
Staff
Interviews
The student record review
determined that all related
services providers’ evaluation
reports included educationally
relevant recommendations to
meet student needs.
Student
Record
Review
SE 26
Parent
participation

Document
Review
Staff
Interviews
Student
Record
Review
The document review, record
review and staff interviews
determined that the charter
school typically calls parents at
least a month in advance to
schedule the IEP meeting before
sending a meeting invitation
(N3). According to staff, the
school sends the N3 to parents at
least one school week prior to the
Roxbury Preparatory Charter School Coordinated Program Review Mid-cycle Report
June 20, 2012
Page 9 of 9
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
meeting.
The school sampled 22 student
records with annual meetings and
eight records for re-evaluations
between August and October
2011 to determine when the N3
was sent prior to the scheduled
IEP meeting. On average, the N3
was mailed to parents at least 10
days prior to the scheduled
meeting. In four cases, the
meeting notice was sent between
two to four days prior to the
meeting.
The district provided additional
analysis of what happened in the
four cases where N3s were sent
within four days or less. In all
four cases, parent rescheduling
requests to hold the meeting
earlier was the root cause for
sending out N3s less than a week
prior to the IEP Team meeting.
Roxbury Preparatory Charter School Coordinated Program Review Mid-cycle Report
June 20, 2012
Page 9 of 9
(b) Progress
Report Due
Date(s) and
Required
Elements
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REVIEW
ROXBURY PREPARATORY CHARTER SCHOOL
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