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
May 11, 2010
Superintendent Hicks
Spencer-East Brookfield Public School District
302 Main Street
Spencer, MA 01562
Re: Mid-cycle Report
Dear Superintendent Hicks:
Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report based on the Mid-cycle
Review conducted in your district in January, 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 May 28, 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 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
Peter Rock, School Committee Chairperson
Sherrie Stevens, Local Program Review Coordinator
Encs:
Mid-cycle Report
Mid-cycle Progress Report form
1
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
Spencer-East Brookfield
Dates of the Mid-cycle Review Onsite: January 27 and 28, 2010
Date of this Report: May 11, 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
Criterion
Implemented

SE 3

Determination
of specific
learning
disability
Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Interviews,
Student
Records
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
a staff interview 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. The district meets
all regulatory requirements for this
criterion.
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 1 of 21
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented

SE 52A
Registration
of
educational
interpreters

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Documents
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
The district provided a statement of
assurance that there are no students
currently enrolled who would
require an interpreter; however,
should such a student enroll the
district will employ an educational
interpreter registered with the
Massachusetts Commission for the
Deaf and Hard of Hearing.
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
Criterion
Implemented

SE 1

Assessments
Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
Student
Records,
Interviews
A review of student records
and staff interview
demonstrated that the district
appropriately selects
assessments for students
referred for evaluation and
assesses in all areas related to
the suspected disability.
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 2 of 21
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 2
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Documents,
Student
Records,
Interviews

Required and Optional
Assessments
SE 4
Reports of Assessment
Results
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
Provide appropriate staff with
training on the writing of assessment
reports that in detail and
educationally relevant terms indicate
the student’s needs and explicit
means of meeting them
Submit a copy of
the agenda and
sign-in sheets for
the training by
October 4,
2010.
The district must conduct internal
monitoring of student records to
determine that all assessment reports
Subsequent to
the training,
submit the
Assessment reports include
recommendations and relevant
testing information.
Documents, student records,
and interviews indicated that
the district has adopted
policies and implemented
procedures to assure
compliance with the
requirements of this criterion.
Specifically, the district has
expanded its range of
assessments used to evaluate
suspected areas of disability.
Also, student records indicated
that the district consistently
uses educational assessments
completed by general
educators for each referred
student.
Student records and interviews
indicated that not all
assessment reports in detail
and educationally relevant
terms indicate the student’s
needs and explicit means of
meeting them.
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 3 of 21
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
are complete.
* 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).
SE 6
Determination of
Transition Results
PI
Student
Records,
Interviews
Student records and interviews
indicated that although the
Team documents its discussion
regarding transition planning
and uses the prescribed
Transition Planning Form, the
form is not always completed
and is not always updated
annually when appropriate.
results of an
administrative
review of
assessment
reports from a
sample of
student records.
Indicate the
number of
records
reviewed, the
number found to
be compliant and
any further steps
taken to address
areas of concern
by February 7,
2011.
Provide appropriate staff with
training on the completion of
Transition Plans and the additional
requirement to update such plans as
required by this criterion.
Submit a copy of
the agenda and
sign-in sheets for
the training by
October 4,
2010.
The district must conduct internal
monitoring of student records to
determine that all transition plans are
complete and updated as required.
Subsequent to
the training,
submit the
results of an
administrative
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 4 of 21
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 7
Transfer of Parental
Rights
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
PI
Method(s) of
Investigation
Documents,
Student
Records,
Interviews
Basis of Determination about
Criterion
Documents, student records,
and interviews indicated that
the district does not always
inform the student one year
prior to reaching age 18 of his
or her right at age 18 to make
all decisions in relation to
special education programs
and services.
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
(b) Progress
Report Due
Date(s) and
Required
Elements
* 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).
review of
Transition Plans
from a sample of
student records.
Indicate the
number of
records
reviewed, the
number found to
be compliant and
any further steps
taken to address
areas of concern
by February 7,
2011.
Provide appropriate staff with
training on the requirement to inform
students one year prior to reaching
age 18 of his or her right to make all
decisions in relation to special
education programs and services.
Submit a copy of
the agenda and
sign-in sheets for
the training by
October 4,
2010.
The district must conduct internal
monitoring of student records to
determine that the district always
informs the student one year prior to
reaching age 18 of his or her right at
age 18 to make all decisions in
relation to special education
programs and services.
Subsequent to
the training,
submit the
results of an
administrative
review for
evidence that
students have
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 5 of 21
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
* 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).
SE 8
IEP Team
Composition and
Attendance
PI
Documents,
Student
Records,
Interviews
Although the district has had
training and has created an
appropriate excusal
mechanism for required Team
members, student records and
interviews indicated that the
district has not achieved full
compliance with the
requirements of this criterion.
Specifically, although a district
excusal form appears in the
record, it is not always signed
by the parent as required
documentation of consent to
Provide appropriate staff with
training on the need to document
consent to excuse a Team member
and further, of the requirement to
have any excused member submit in
writing any input he or she has
related to the IEPs development.
The district must conduct internal
monitoring of student records to
determine that the district is
compliant with the requirements of
this criterion.
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 6 of 21
(b) Progress
Report Due
Date(s) and
Required
Elements
been informed of
the transfer of
parental rights
from a sample of
student records.
Indicate the
number of
records
reviewed, the
number found to
be compliant and
any further steps
taken to address
areas of concern
by February 7,
2011.
Submit a copy of
the agenda and
sign-in sheets for
the training by
October 4,
2010.
Subsequent to
the training,
submit the
results of an
administrative
review of Team
attendance sign-
Criterion
SE 9
Timeline for
Determination of
Eligibility
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
PI
Method(s) of
Investigation
Student
Records
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
excuse a Team member and
there is not always evidence
that the excused Team
member, if required, submits
in writing any input he or she
has related to the IEP's
development.
* 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).
in sheets and
excusals from a
sample of
student records.
Indicate the
number of
records
reviewed, the
number found to
be compliant and
any further steps
taken to address
areas of concern
by February 7,
2011.
Student records indicated that
the district does not always
meet the timelines for
eligibility determination.
Specifically, at the time of reevaluation the school district
does not always make an
eligibility determination within
45 school working days after
receipt of the parent's written
consent to evaluate.
Develop a tracking system for key
personnel responsible for ensuring
the timely completion of eligibility
determinations and train them on its
use.
The district must conduct internal
monitoring of student records to
determine that the district is
compliant with the requirements of
this criterion.
Submit a
narrative
description of
the tracking
system and a
copy of the
agenda and signin sheets for the
training on its
use by October
4, 2010.
* Please note when conducting
internal monitoring that district
must maintain the following
Subsequent to
the training,
submit the
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 7 of 21
Criterion
SE 9A
Elements of Eligibility
Determination
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
(b) Progress
Report Due
Date(s) and
Required
Elements
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).
results of an
administrative
review of three
year reevaluations
completed from
a sample of
student records.
Indicate the
number of
records
reviewed, the
number found to
be compliant and
any further steps
taken to address
areas of concern
by February 7,
2011.
Student records and interviews
indicated that the district has
adopted policies and
implemented procedures to
assure that students who are
found not eligible but may be
eligible for accommodation(s)
due to a disability are referred
for consideration under
Section 504 as required.
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 8 of 21
Criterion
SE 12
Frequency of Reevaluation
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
PI
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
Student
Records,
Interviews
Student records and interviews
indicated that the district does
not always meet the
requirements of this criterion.
Specifically not all reevaluations are held within the
three year time frame.
Develop a tracking system for key
personnel responsible for ensuring
the timely completion of reevaluations and train them on its use.
Submit a
narrative
description of
the tracking
system and a
copy of the
agenda and signin sheets for the
training on its
use by October
4, 2010.
The district must conduct internal
monitoring of student records to
determine that the district is
compliant with the requirements of
this criterion.
* 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).
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 9 of 21
Subsequent to
the training,
submit the
results of an
administrative
review of three
year reevaluations from
a sample of
student records.
Indicate the
number of
records
reviewed, the
number found to
be compliant and
any further steps
taken to address
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
areas of concern
by February 7,
2011.
SE 13
Progress Reports and
Content
PI
Student
Records,
Interviews
Student records and interviews
indicated that not all progress
reports include written
information on the student's
progress toward the annual
goals in the IEP. Specifically,
not all progress reports
indicated adequate progress or
were unable to reflect progress
where the goals were not
measurable and lacked
appropriate benchmarks.
Provide appropriate staff with
training on the writing of progress
reports consistent with the
requirements of this criterion.
The district must conduct internal
monitoring of student records to
determine that the district is
compliant with the requirements of
this criterion.
* 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).
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 10 of 21
Submit a copy of
the agenda and
sign-in sheets for
the training by
October 4,
2010.
Subsequent to
the training,
submit the
results of an
administrative
review of
progress reports
from a sample of
student records.
Indicate the
number of
records
reviewed, the
number found to
be compliant and
any further steps
taken to address
areas of concern
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 February 7,
2011.
SE 14
Review and Revision
of IEPs
PI
Student
Records,
Interviews
Student records and interviews
indicated that the Team does
not always meet annually on or
before the anniversary date of
the IEP.
Develop a tracking system for key
personnel responsible for ensuring
the timely completion of annual
review and revision of IEPs and train
them on its use.
The district must conduct internal
monitoring of student records to
determine that the district is
compliant with the requirements of
this criterion.
* 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).
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 11 of 21
Submit a
narrative
description of
the tracking
system and a
copy of the
agenda and signin sheets for the
training on its
use by October
4, 2010.
Subsequent to
the training,
submit the
results of an
administrative
review of IEPs
from a sample of
student records
undergoing an
annual review.
Indicate the
number of
records
reviewed, the
number found to
be compliant and
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
any further steps
taken to address
areas of concern
by February 7,
2011.
SE 18A
IEP Development and
Content
PI
Documents,
Student
Records,
Interviews
Documents, student records,
and interviews indicated that
although the district has
adopted policies and
implemented procedures to
assure compliance with the
requirements of this criterion,
full compliance has not been
achieved at the high school
level. The district is in the
process of revising
programming, but has not
completed that process and as
such the previous finding of
limited evidence of specially
designed instruction for high
school students in fully
inclusive regular education
settings remains accurate.
Also, the nonparticipation
justification clause of the IEP
is not always completed or
does not always state why
removal is necessary and the
goals as written do not always
Provide appropriate high school
level staff with training on the
considerations for participation in
the least restrictive environment and
the need to document them in the
IEP. Also address through training,
the development of appropriate
goals.
Develop a system that ensures
opportunities for students to receive
specially designed instruction in full
or partial inclusive settings.
The district must conduct internal
monitoring of high school level
student records to determine that the
district is compliant with the
requirements of this criterion.
* Please note when conducting
internal monitoring that district
must maintain the following
documentation and make it
available to the Department upon
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 12 of 21
Submit a copy of
the agenda and
sign-in sheets for
the training by
October 4,
2010.
Submit a
narrative
description of
the revised
programming at
the high school
level which
ensures
opportunities for
students to
receive to
receive specially
designed
instruction in full
or partial
inclusive settings
by October 4,
2010.
Criterion
SE 18B
Determination of
Placement
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
address all elements of the
current IEP format provided
by the Department.
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).
Student records and interviews
indicated that the IEP Teams
base placement decisions on
the needs of the student as
specified in the IEP including
the types of related services
that are to be provided to the
child, the type of settings in
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 13 of 21
(b) Progress
Report Due
Date(s) and
Required
Elements
Subsequent to
the training,
submit the
results of an
administrative
review of IEPs
completed after
training from a
sample of
student records.
Indicate the
number of
records
reviewed, the
number found to
be compliant and
any further steps
taken to address
areas of concern
by February 7,
2011.
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
which those services are to be
provided, the types of service
providers, and the location at
which the services are to be
provided. Record review also
demonstrated that the records
contained fully completed
Notice (N-1) forms as
required.
PI
SE 20
Least restrictive
program selected
SE 22
IEP Implementation
and Availability
SE 25
Parental consent


Documents,
Student
Records,
Interviews
Please see 18 A
Student
Records,
Interviews
Student records and interviews
demonstrated that the district
ensures that all IEPs are
appropriately signed by a
district representative and the
parent. Additionally there are
procedures in place to conduct
outreach and follow up in
order to secure parental
signatures where appropriate.
Documents,
Student
Records,
Interviews
Documents, student records,
and interviews indicated that
the district has implemented
internal systems to assure
evaluators do not conduct
assessments without written
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 14 of 21
Please see 18 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
parental consent and to
monitor and document receipt
of consent prior to evaluations.
SE 25A

Notice to the BSEA
SE 26

Parent Participation in
Team Meetings
SE 29
Communications are
in English and primary

Documents,
Student
Records
A review of documentation
and student records
demonstrate that the district
has polices and procedures in
place to consistently send a
copy of the notice to the
Bureau of Special Education
Appeals indicating the parent’s
full or partial rejection of the
IEP.
Documents,
Student
Records,
Interviews
Documentation, student
records and interviews
demonstrated that
there are procedures in place
that ensure parent participation
either in person or by alternate
means and in instances when
meetings are held without
parents the files contained
documentation of outreach to
the parent.
Documents,
Student
Records,
Documents, student records,
and interviews indicated that
the district has established a
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 15 of 21
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented

language of home
SE 32
Parent advisory
council for special
education

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination about
Criterion
Interviews
system for interpretation and
translation of documents
which includes the use of its
foreign language teaching
staff. Also, as needed, the
district provided assurance that
it will contract with a local
translation and interpretation
services company. The
student records indicated that
the district has provided
translated materials including
enrollment forms, IEPs, Team
meeting notices, and the
parents' rights brochure.
Documents,
Interviews
Documents and interviews
indicated that the district has
adopted policies and
implemented procedures to
assure compliance with the
requirements of this criterion.
Specifically, the district meets
regularly with the SE PAC to
solicit input on special
education programs. Also, the
district publishes SE PAC
meeting invitations and
agendas to inform parents of
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 16 of 21
(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
(b) Progress
Report Due
Date(s) and
Required
Elements
the role of the SE PAC and
opportunities for involvement.
PI
Documents,
Interviews
Documents and interviews
indicated that the district has
adopted policies and
implemented procedures to
assure compliance with the
requirements of this criterion
found partially implemented in
the Comprehensive Program
Review. Specifically, at the
time of this review, the district
had resolved the space issue at
the Lake Street School which
previously interfered with the
provision of certain pull-out
services to students assigned to
that building. Also, at the time
of this review, the high school
had added a full inclusion
model to its continuum of
services. However, there
remain gaps in the continuum
of services as outlined in detail
in SE 18A.

Documents,
Interviews
Documents and interviews
indicated that the district has
developed a tracking system
that consistently monitors all
SE 34
Continuum of
Alternative Services
SE 36
IEP Implementation
See SE 18A
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 17 of 21
See SE 18A
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
students placed out-of-district
and monitoring efforts are
documented on a locally
developed form.
SE 37
Procedures for
Approved and
Unapproved Out-ofdistrict Placements
SE 41
Age Span
Requirements


Documents,
Student
Records,
Interviews
Documents, student records,
and interviews indicated that
the district has adopted
policies and implemented
procedures to assure
compliance with the
requirements of this criterion.
Specifically, at the time of this
review, student records
consistently reflected active
monitoring of out-of-district
placed students and included
written contracts for such
placements.
Documents,
Interviews
Documents and interviews
indicated that the district has
adopted policies and
implemented procedures to
assure compliance with the
requirements of this criterion.
At the time of this review there
were no instructional
groupings that exceeded the
age span requirements;
however, the district provided
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 18 of 21
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented

SE 43
Behavioral
Interventions

Basis of Determination about
Criterion
Documents,
Student
Records,
Interviews
copies of a request for and
Department approval of a
waiver of age span
requirements from January of
2008.
Documents and interviews
indicated that the district has
implemented policies and
conducted training related to
behavioral interventions and
consistently included behavior
intervention plans in the
student record when
appropriate.
Documents,
Interviews
Documents and interviews
indicated that the district has
revised the student handbook
to include the procedural
requirements for students not
yet determined eligible.

Documents,
Interviews
A review of documentation
and interviews demonstrated
that the district has a
mechanism in place to assure
that all special education
teachers have appropriate
current and up to date
licensure on file.
SE 51
Teacher Certification
Method(s) of
Investigation

SE 47
Procedural
Requirements Applied
to Students Not Yet
Determined Eligible
Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 19 of 21
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
SE 52
Certification/Licensure
Related Service
Providers
SE 53
Use of
Paraprofessionals
Criterion
Implemented

Method(s) of
Investigation
Basis of Determination about
Criterion

Documents,
Interviews
A review of documentation
and interviews showed that the
district has a mechanism in
place to assure that all related
service providers have
appropriate licensure and or
certification in place and on
file.

Documents,
Interviews
Documents and interviews
demonstrated that the district
provides paraprofessionals
with regular training
opportunities to assist them in
providing services to students
in special education programs.

Documents,
Interviews
Documents and interviews
indicated the district routinely
provides training for staff
regarding: state and federal
special education requirements
and related local special
education policies and
procedures; analyzing and
accommodating diverse
learning styles; and methods of
collaboration among general
educators, special educators
and paraprofessionals to
SE 54
Professional
Development
Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 20 of 21
(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
accommodate diverse learning
styles in the general education
classroom.
SE 55
Special Education
Facilities

Documents,
Interviews,
Site Visit
Documents, a site visit, and
interviews demonstrated that
the district complies with the
requirements of this criterion.
Related services provided at
the Lake Street School have
been relocated to a room
appropriate to the type of
services that are provided in
that space.
Spencer East Brookfield Public School District Coordinated Program Review Mid-cycle Report
May 11, 2010
Page 21 of 21
(b) Progress
Report Due
Date(s) and
Required
Elements
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REVIEW
School District: Spencer East Brookfield 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