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 9, 2012
Dr. Rose P. Ellis, Superintendent
Williamstown Public School District
188 Summer Street
Lanesborough, MA 01237
Re: Mid-cycle Report
Dear Dr. Ellis:
Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report
based on the Mid-cycle Review conducted in your district in March of 2012. 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,
1
Program Quality Assurance Services, by April 25, 2012.
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 D. Beth
Lopez at 781-338-6703 or 413-314-6703.
Sincerely,
D. Beth Lopez, 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
Jean Jonker, Supervisor, Program Quality Assurance Services
Margaret McComish, School Committee Chairperson
Kimberly Grady, Local Program Review Coordinator
Encs: Mid-cycle Report
Mid-cycle Progress Report form
2
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REPORT
Williamstown Public School District
Dates of the Mid-cycle Review Onsite: March 15, 2012
Date of this Report: April 9, 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

NA
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
Williamstown Elementary School
serves students from preschool
through the sixth grade.
Williamstown Public School District Coordinated Program Review Mid-cycle Report
April 9, 2012
Page 1 of 8
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented


Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Student
Record
Review
Interview
SE 8
IEP Team
composition
and
attendance
SE 18A
IEP
Development
and content

Student
Record
Review
Interview
Document
Review
Basis of Determination about
Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective
Action and
Timelines for Implementation
Student record review and
interview indicate that members of
the IEP Team attend meetings
unless the district and the parent
agree, in writing, that the
attendance of the member is not
necessary because the member’s
area of the curriculum or related
services is not being modified or
discussed. When the district and
the parent agree, in writing, to
excuse a required Team member’s
participation, the excused member
provides written input into the
development of the IEP to the
parent and the IEP Team prior to
the meeting.
Record review, review of
documents and interview indicate
that whenever the IEP Team
evaluation indicates that a student's
disability affects social skills
development, or when the student's
disability makes him or her
vulnerable to bullying, harassment,
or teasing, the IEP addresses the
skills and proficiencies needed to
Williamstown Public School District Coordinated Program Review Mid-cycle Report
April 9, 2012
Page 2 of 8
(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
avoid and respond to bullying,
harassment, or teasing. For students
identified with a disability on the
autism spectrum, the IEP Team
considers and specifically
addresses the skills and
proficiencies needed to avoid and
respond to bullying, harassment, or
teasing.
SE 25
Parental
consent

Student
Record
Review
Interview
Student record review and
interview indicate that no parent
gave consent for special education
services and then revoked consent
to those services. Interview
indicated that the district has
procedures in place and if a parent
does revoke consent for special
education services in writing, the
district discontinues all special
education services, consistent with
federal regulation.
Williamstown Public School District Coordinated Program Review Mid-cycle Report
April 9, 2012
Page 3 of 8
(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 9
Timeline for
the
determination
of eligibility
and provision
of
documentation
to parent
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
PI
Student
Record
Review
Record review and interview
indicate that for students
whose services should be
initiated by age three, the
district does not consistently
provide to the parent either a
proposed IEP and proposed
placement or a written
explanation of a finding of
no eligibility within 45
school working days after
the receipt of the parent’s
written consent to evaluate.
See also SE 17.
Conduct an analysis of evaluations of
young children entering the district
through Early Intervention
procedures that were conducted
between September 2011 and
February 2012, to determine why
parents are not provided with a
proposed IEP, proposed placement or
written explanation of the finding of
no eligibility within 45 school
working days after receipt of parental
consent. Based on the results of the
analysis, provide the district’s
determination of the root cause(s) of
the noncompliance, the steps the
district proposes to take to correct the
root causes and a timeline for the
implementation of those corrections.
Interview
Conduct an internal review of
initial evaluations of all referred
children younger than 3, conducted
after the implementation of all
corrective actions to ensure that
those evaluations were conducted in
Williamstown Public School District Coordinated Program Review Mid-cycle Report
April 9, 2012
Page 4 of 8
(b) Progress
Report Due
Date(s) and
Required
Elements
Please submit the
results of the
district’s analysis.
Include a
description of the
root cause(s) of the
noncompliance, a
description of the
steps the district
will take to correct
the root cause(s),
and the district’s
proposed timeline
for implementation
of corrective
actions by May
25, 2012.
Submit a report of
the results of the
internal record
review and include
the following:
number of student
records reviewed;
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
compliance with timelines.
*Please note that when monitoring
the district must maintain the
following documentation and make
it available to the Department
upon request: a) List of student
names and grade levels for the
record review; b) Date of the
review; c) Name of person(s) who
conducted the review, their
roles(s), and their signature(s).
SE 13
Progress
reports and
content
PI
Student
Record
Review
Interview
Record review and interview
reveal that progress reports
sent to parents do not
consistently include
information on the student’s
progress toward the annual
goals in the student’s IEP.
Conduct an analysis of progress
reports from a sample of student
records across all grade levels issued
during the current school year to
determine why progress reports do
not consistently include information
on the student’s progress toward the
annual goals in the student’s IEP.
Based on the results of the analysis,
provide the district’s determination
of the root cause(s) of the
noncompliance, the steps the district
proposes to take to correct the root
causes and a timeline for the
implementation of those corrections.
Williamstown Public School District Coordinated Program Review Mid-cycle Report
April 9, 2012
Page 5 of 8
(b) Progress
Report Due
Date(s) and
Required
Elements
number of records
in compliance; for
records not in
compliance,
determine the root
cause(s); and the
specific action(s)
taken by the
district to remedy
the noncompliance by
November 26,
2012.
Please submit the
results of the
district’s analysis.
Include a
description of the
root cause(s) of the
noncompliance, a
description of the
steps the district
will take to correct
the root cause(s),
and the district’s
proposed timeline
for implementation
of corrective
actions by May
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
25, 2012.
Following implementation of all
corrective actions, conduct an
internal review of a sample of
progress reports written after all
corrective actions have been
implemented to ensure that all
progress reports include information
on the student’s progress toward the
annual goals in the student’s IEP.
*Please note that when monitoring
the district must maintain the
following documentation and make
it available to the Department
upon request: a) List of student
names and grade levels for the
record review; b) Date of the
review; c) Name of person(s) who
conducted the review, their
roles(s), and their signature(s).
SE 14
Review and
revision of
IEPs

Student
Record
review
Interview
Record review and interview
indicate that the district is no
longer using amendments to
extend the timeline for
annually reviewing the IEP,
and that on, or before, the
anniversary date of the IEP,
Williamstown Public School District Coordinated Program Review Mid-cycle Report
April 9, 2012
Page 6 of 8
Submit a report of
the results of the
internal record
review and include
the following:
number of student
records reviewed;
number of records
in compliance; for
records not in
compliance,
determine the root
cause(s); and the
specific action(s)
taken by the
district to remedy
the noncompliance by
November 26,
2012.
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Basis of Determination
about Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
a 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
Outreach by
the school
district

Document
Review
PI
SE 17
Initiation of
services at age
three and Early
Intervention
transition
procedures
SE 24
Notice to
Parent
Interview
Student
Record
Review
Interview

Student
Record
Review
Interview and document
review indicate that the
district conducts outreach at
least annually in a variety of
settings including preschools, doctor’s offices and
local private schools to
encounter students in need of
special education.
The district does not
consistently ensure the
development and
implementation of an IEP for
eligible students by the date
of the student’s third
birthday in accordance with
federal requirements. See
also SE 9.
See SE 9.
Record review and interview
indicate that the district
provides, within a reasonable
Williamstown Public School District Coordinated Program Review Mid-cycle Report
April 9, 2012
Page 7 of 8
(b) Progress
Report Due
Date(s) and
Required
Elements
Criterion
Criterion
Implemented

Criterion
Partially
Implemented
(PI) or Not
Implemented
(NI)
Method(s) of
Investigation
Interview
Basis of Determination
about Criterion
If Partially Implemented or Not
Implemented:
(a) Required Corrective Action
and Timelines for Implementation
time, notice of the
determinations made at
Team meetings that are
compliant with the content
requirements of federal
regulations.
Williamstown Public School District Coordinated Program Review Mid-cycle Report
April 9, 2012
Page 8 of 8
(b) Progress
Report Due
Date(s) and
Required
Elements
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
MID-CYCLE REVIEW
School District: Williamstown 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