The Commonwealth of Massachusetts Department of Education 350 Main Street, Malden, Massachusetts 02148-5023 Telephone: (781) 338-3700 TTY: N.E.T. Relay 1-800-439-2370 July 15, 2005 Ms. Jane Beckler Assistant Executive Director Granite Academy 6 A Columbian Street Braintree, MA 02184 Re: Onsite Follow-up Monitoring Report: Program Review Corrective Action Plan Verification and Mid-cycle Review Dear Ms. Beckler: Enclosed is the Department's Program Review Follow-up Monitoring Report together with findings regarding your private school’s Mid-Cycle Program Review. This report contains the Department's findings based on the onsite activities conducted in your school to verify the implementation status and effectiveness of your initial approval as an approved private special education school. This report also includes a report on the status of implementation for new state or federal special education requirements enacted since your school’s last approval. We are pleased to indicate that the Department of Education has found your school’s implementation of state and federal regulations to be substantially implemented and effective in maintaining compliance. Additionally, we have determined that your school is in substantial compliance with any new state or federal special education requirements enacted since your initial approval. The findings of the Department are included in the attached Follow-up Monitoring Report. You and your entire staff are to be congratulated for your efforts in implementing all necessary improvements. Your private school will now receive an updated status of “Full Approval.” This approval shall remain in effect for three (3) years from the date of this letter and attached approval certificate. This approval will be contingent upon continued compliance with all regulations contained within 603 CMR 28.00 “Special Education Regulations” and 603 CMR 18.00 “Program And Safety Standards For Approved Public Or Private Day And Residential Special Education School Programs.” The Department of Education may change this approval status at any point during this three-year period if circumstances arise that warrant such a change. The Department will notify you of your school’s next regularly scheduled Program Review several months before it is to occur. At this time we anticipate the Department's next routine monitoring visit to occur sometime during the school year 2007-08, unless the Department determines that there is some reason to schedule this visit earlier. Your staff's cooperation throughout these follow-up monitoring activities is appreciated. Should you require additional clarification of information included in our report, please do not hesitate to contact the Onsite Team Chairperson at 781-338-3711. Sincerely, Nina M. Marchese, M.Ed., Program Review Follow-up Chairperson Program Quality Assurance Services John D. Stager, Administrator Program Quality Assurance Services c: David P. Driscoll, Commissioner of Education Joseph Collins, Chairperson, Board of Directors James Bertram, Executive Director Encl.: Follow-up Monitoring Report MASSACHUSETTS DEPARTMENT OF EDUCATION PROGRAM REVIEW GRANITE ACADEMY ONSITE VERIFICATION OF CORRECTIVE ACTION PLAN IMPLEMENTATION AND/OR IDENTIFICATION OF ADDITIONAL FINDINGS REQUIRING CORRECTIVE ACTION Onsite Visit Conducted on June 9-10, 2005 Date of this Report on July 15 2005 Criterion Number and Topic 1.2 Program & Student Description Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy has a program and student description that includes the operational capacity, educational and behavioral characteristics of students, philosophy, goals and objectives and the mechanism for the delivery of services to all students in the school. Documentation Interviews Granite Academy provides a description of the program’s curriculum and general types 28.09(2)(b) (2,3,7) 1.3 Program’s Curriculum Comments Regarding Corrective Action Plan Implementation Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation 28.09(9) Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified of staff qualifications that have been established to meet all special education and related services included in students’ Individualized Education Programs. The plan also includes opportunities for students to participate in daily recreational and leisure activities that are appropriate to the ages, interests and needs of the students. 2 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation 2.2 Approvals, Licenses, Certificates of Inspection 28.09 (2)(b)4-5 28.09(5) 28.09(6) 18.04(1) Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy maintains all current licenses, approvals and certificates of inspection by state and local agencies in a place available for public and employee review. 102 CMR 3.06 (4)(b) 3 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 3.1 Policies and Procedures Manual 3.2 Health Care Manual Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy maintains a policy and procedure manual on site and provides annual written notice to parents of enrolled students that policies and procedures are available upon request. Documentation Interviews Granite Academy maintains a written and current health care policies and procedures manual containing all required health-related policies and procedures as described in 603 CMR 28.00 and 603 CMR 18.00. This manual is approved by a health care consultant and is readily available to all staff and available for parent review. 4 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 4.4 Advanced Notice of Program/ Facility Change 28.09(5)(c) Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy has not had any substantial change to the program or physical plant that required written notification to the Department to obtain approval. Granite Academy administrators are aware of this requirement and will provide notification as necessary. 5 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 4.5 Immediate Notification 18.03(10) 18.05(7) 28.09(12) 5.1 Student Admissions Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Student Records Granite Academy provides immediate notification to the parent, the public school district special education administrator, any State Agency involved in the student care or placement and the Department of Education for all required serious incidents. Appropriate documentation is maintained in the student records. Documentation Interviews Student Records Granite Academy develops and implements written admissions criteria policies and procedures that includes requirements as listed under 603 CMR 18.05(1). 6 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 6.1 Daily Instructional Hours 603 C.M.R. 27.00 Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy provides an average annual minimum of five and a half hours per school day for secondary aged students. 6.4 School Days per Year 28.09(9) Documentation Interviews Granite Academy is approved as an eleven- month school program and is in session 202 school days while the requirement is for 198 school days. 7.1 Curriculum Frameworks 28.09(9)(b) Documentation Interviews Granite Academy has taken steps to provide all students with essential learning opportunities that prepare the students to reach the state graduation standards. 7 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 7.3 State/District Wide Assessments 8.5 Current IEP & Student Roster 28.09 Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Student Records Granite Academy has written procedures that outline how students will participate in state and/or district wide assessments that includes how Granite Academy will provide for MCAS testing accommodations and/or the administration of alternate assessments as determined by each student’s Team. Documentation Interviews Student Records Granite Academy has on file a current IEP for each enrolled Massachusetts student that has been issued by the responsible public school district and consented to by the student’s parent(s) (or student in applicable situations) for each student enrolled in the school. 8 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented 8.8 IEP – Progress Reports Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Student Records Granite Academy sends quarterly progress reports to the parents and public school. Granite Academy recently revised the progress reports to ensure that they address the student’s progress towards each IEP goal and document whether or not the student is expected to achieve the goal by the end of the year. Granite Academy maintains copies of such reports in student records, including documentation of persons or agencies receiving such reports. 9 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 8.9 IEP- Less Restrictive Placement 28.09(9(c) 10.1 Student: Teacher Ratios 28.06(6)(d)&(g) 28.09(7)(e) Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Student Records Granite Academy has a written plan that ensures that there are flexible procedures and mechanisms that maximize opportunities for enrolled students to gain the capacity to return to a less restrictive educational program. Granite Academy also includes information on maintaining students in the least restrictive environment by reinforcing the policies in the faculty handbook for all staff. Documentation Interviews Granite Academy ensures that instructional groupings do not exceed 8 students to one certified teacher without an aide or 12 students to one certified teacher with an aide. 10 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 10.2 Age Range Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy ensures that the ages of the youngest and oldest student in any instructional grouping do not differ by more than fortyeight months (4 years). Documentation Interviews Granite Academy has written personnel policies and procedures that meet the requirements of 603 CMR 28.09(7), 603 CMR 28.09(11)(a) and 603 CMR 18.05(11). 28.06(6)(f) 11.1 Personnel Policies 28.09(7) 28.09(11)(a) 18.05(11) Comments Regarding Corrective Action Plan Implementation 11 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 11.3 Educational Administrator Qualifications Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Although Granite Academy does not currently have one staff member who fulfills the requirements to serve as the Educational Administrator, the responsibilities of this position are being appropriately managed through several staff. The Educational Coordinator has submitted an application to obtain a license as a Special Educator Administrator and is currently awaiting response from the Department of Education. The Department is requiring Granite Academy to send progress reports to the Department by the first of the months of September, November and January that provide an update regarding the steps taken and the status of the Educational 12 Coordinator to obtain appropriate licensure to serve in the role of Educational Administrator. Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 11.4 Teachers Special Education Teachers and Regular Education Teachers 28.09(7)(b)(c) 18.05(11)(f) 11.5 Related Services Staff 28.09(7)(d) Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy ensures that all teaching staff are appropriately certified or on approved waivers issued by the Department of Education. Professional development plans are now included in personnel records of staff and approved by his/her supervisor. Documentation Interviews Granite Academy now implements the Wilson Reading Program for students as documented on their IEP’s. The teacher who provides this service is appropriately certified as a Wilson instructor. 13 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 11.6 Master Staff Roster 28.09(7) 11.9 Organizational Structure 28.09(7) 28.07(c) Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy maintains a master list of all staff for every position within the program that includes the person’s job title together with their corresponding UFR title numbers and full-time equivalents (FTE’s). Documentation Interviews Granite Academy demonstrates that its organizational structure provides for the effective and efficient operation of the school, supervision of school staff and supervision of students. 14 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented 12.1 Staff Orientation Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy has a written plan to ensure that newly hired staff are provided training on all required topics at the time of hire and that staff are not assigned direct care responsibilities with students until they have participated in all mandated trainings through the orientation program. 15 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 12.2 Annual InService Training Plan and Calendar 28.09(7)(f) 18.05(11)(h) Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy develops and implements a written plan for staff orientation and training that is consistent with the needs of the student population, appropriate to the role of each staff member and provides, on average, at least two (2) hours per month of relevant training for all staff. Granite Academy provides all required trainings to all staff prior to the beginning of the school year. For staff who are hired throughout the school year, administrators meet with each staff individually or in small groups and provide all mandated trainings. 16 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 12.2 (b) Child Abuse Reporting 12.2 (d) Medication Training Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy has written procedures and staff training for the reporting of suspected child abuse or neglect to the Department of Social Services and the Disabled Persons Protection Commission. Such procedures include notification to the Department of Education when a report is filed against the program or its employee(s) or student(s). Documentation Interviews Granite Academy ensures that all staff receive training on medication, including potential side effects. 17 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 12.2 (f) Emergency Procedures Training Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Documentation Interviews Granite Academy ensures that the written fire logs of evacuation drills detail the names of students, staff and witnesses who participated in the evacuation drill. 12.2 (i) Staff Evaluations Documentation Interviews Granite Academy has procedures in place to ensure that personnel are evaluated annually. 13.6 Library/ Resource Room Documentation Interviews Observation Granite Academy has rolling carts of materials that travel between the two classrooms that contain a variety of materials appropriate to the age and abilities of the students enrolled. Students also have access to the student library at Massasoit School and utilize the local library as appropriate. 18.04(6)(b) Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified 18 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 15.1 Parental Involvement and Parents’ Advisory Group 18.05(4)(a) Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Student Records Granite Academy has a written plan for involving parents. The Parents’ Advisory Group advises the school on matters that pertain to the education, health and safety of the students in the school. Granite Academy encourages parental involvement and hosts a student run, “Granite Café” that is also part of the parent meeting. The Granite Café is a student run café. 19 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented 15.4 Parent Consent 15.8 Registering Complaints 18.05(1)(b)16 Method(s) of Verification Comments Regarding Corrective Action Plan Implementation Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Student Records Granite Academy recently updated its’ policy on obtaining parental consent on all required consents at the Team meeting each year. Granite Academy also now has procedures that will be followed when consent is not obtained on an annual basis. Documentation Interviews Granite Academy has written procedures that address registering complaints regarding the student’s education and care at the school that are available to parents and students. 20 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting Criterion Number and Topic 16.3 Nursing Implementation Status of Requirements or Corrective Action Plan Determined to be Substantially Implemented Method(s) of Verification MGL c. 71, s. 34H 603 CMR 23.00 Family Educational Rights and Privacy Act (FERPA) Corrective Action Plan Determined to be Not Fully Implemented or Additional Issues Identified Documentation Interviews Granite Academy has secured the services of a registered nurse that meets the health care needs of the school population. Documentation Interviews Student Records Granite Academy ensures that student records include individual access logs, that all face sheets contain all required documentation and that all records contain appropriate educational, clinical and pertinent correspondence regarding each student as required. 18.05(9)(b) 18.2 Student Records 28.09(10) Comments Regarding Corrective Action Plan Implementation 21 Findings Regarding Incomplete Implementation of Approved Corrective Action Plan or Identification of Additional Issues of Noncompliance Further Corrective Action Ordered by the Department of Education and Timelines for Implementation and Further Progress Reporting