Massachusetts Department of
Elementary and Secondary Education
75 Pleasant Street, Malden, Massachusetts 02148-4906
Telephone: (781) 338-3700
TTY: N.E.T. Relay 1-800-439-2370
April 15, 2009
Gerard E. Burke, Chief Executive Officer
Hillcrest Educational Centers, Inc.
P.O. Box 4699
Pittsfield, MA 01202
Re:
Onsite Follow-up Monitoring Report: Program Review Corrective Action Plan
Verification and Mid-cycle Review
Dear Mr. Burke:
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 corrective steps taken in response to your Program
Review Report issued on September 25, 2007. 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 Program Review.
We are pleased to indicate that the Department of Elementary and Secondary Education has
found your residential school’s approved Corrective Action Plan to be substantially implemented
and effective in remedying previously identified noncompliance issues. Additionally, we have
determined that your school is in substantial compliance with any new state or federal special
education requirements enacted since your last Program Review.
The findings of the Department are included in the attached Follow-up Monitoring Report.
While the Department of Elementary and Secondary Education found certain noncompliance
issues to be resolved, others were partially corrected or new issues were identified by the
Department’s onsite team. Please note the date progress reports are due.
Since areas requiring further progress reports do not concern issues of student health or safety,
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 Elementary and Secondary 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 fiscal year 2012, 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 Sandra Hanig at 413-858-4591 extension 2.
Sincerely,
Sandra K. Hanig, Program Review Follow-up Chairperson
Program Quality Assurance Services
Darlene Lynch, Director
Program Quality Assurance Services
C:
Pat Greco, Director of Special Education, Hillcrest Educational Centers, Inc.
Mitchell D. Chester, Ed.D., Commissioner of Elementary and Secondary Education
Encl.: Follow-up Monitoring Report
Full Private School Approval Certificate, Expiration Date: August 31, 2012
MASSACHUSETTS DEPARTMENT OF
ELEMENTARY AND SECONDARY EDUCATION
PRIVATE SCHOOL MID-CYCLE PROGRAM REVIEW
HILLCREST EDUCATIONAL CENTERS, INC.
Hillcrest Residential Program and Hillcrest Intensive Treatment Residential Program
ONSITE VERIFICATION OF CORRECTIVE ACTION PLAN IMPLEMENTATION
AND/OR IDENTIFICATION OF ADDITIONAL FINDINGS REQUIRING CORRECTIVE ACTION
Action Plan Submitted on November 13, 2007
Progress Reports Submitted on April 30 and August 6, 2008
Onsite Visit Conducted on October 16 & 17, 2008
Date of this Report: April 15, 2009
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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

Selected Approved Private School Mid-cycle Review Criteria
2.2
Approvals,
Licenses,
Certificates of
Inspection
18.04(1);
28.09(2)(b)(5);

Documentation
review
Hillcrest Educational Centers,
Inc. (HEC) submitted a copy
of all required inspections and
permits for each building in
the approved Residential and
Intensive Treatment programs
to which students have access
as well as a copy of the local
school committee approval
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 1 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

from each public school
district within which Hillcrest
operates a private school.


Documentation
review
Hillcrest Educational
Centers, Inc. submitted a
copy of the current EEC
license for each residential
location.
Documentation
interview and
student record
review
Hillcrest Educational
Centers, Inc. has developed a
written plan to address how it
will effectively serve limited
English proficient (LEP)
students in its residential
programs that meets
Department requirements.
EEC Licensure
102 CMR 3.00
(Residential
Schools only)
8.4
Program
Modifications
and Support
Services for
Limited English
Proficient
Students
M.G.L. c. 71A;
Title VI
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

28.09(5) (b);
28.09(6) (b, c)
2.3
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified


No Massachusetts student
currently enrolled has been
identified as limited English
proficient by the sending
public school district.
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 2 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

8.5
Current IEP &
Student Roster
28.09(5)(a)

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

Documentation
and student
record review
NOTE: Hillcrest Educational
Centers, Inc. is not required
to submit an IEP & Student
Roster for its approved
Intensive Residential
Treatment Program (ITU.)
None of the 12 students
currently enrolled in the ITU
are funded by Massachusetts
public school districts or
other Massachusetts state
agencies.
Hillcrest Educational
Centers, Inc. submitted an
IEP & Student Roster for its
approved Hillcrest Center
Residential Program, which
indicates the private school
has a current and signed IEP
on file for all students or has
documented its efforts to
obtain a current signed IEP
from the responsible school
district.
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 3 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

11.3

Educational
Administrator
Qualifications
11.4
Teachers
(Special
Education
Teachers and
Regular
Education
Teachers)
18.05(11)(f);
28.09(5)(a);
28.09(7)(b, c);
34 CFR 300.321
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

Documentation
and personnel
record review
Hillcrest Educational
Centers, Inc. submitted
documentation that indicates
the Director of Education
holds current Massachusetts
license as a Special
Education Administrator.
Review of personnel records
indicates that the private
school maintains a copy of
the Director’s professional
license on site.
Documentation
and personnel
record review
Hillcrest Educational
Centers, Inc. submitted
separate rosters for each of its
two approved residential
programs, the ITU and
Hillcrest Center Schools
residential programs.
28.09(5)(a);
28.09(7)(a);
603 CMR 44.00


Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
These rosters indicate that all
teachers have a current
license or approved waiver to
lead classes for the grade
level and in the subject
matter for which they are
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 4 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

assigned. Personnel records
for teachers include copy of
their current license. Files of
teachers with a professional
level teaching license include
a Professional Development
Plan.
11.5

Related Services
Staff
Documentation
and personnel
record review
28.09(7)(d)
Hillcrest Educational
Centers, Inc. submitted
separate rosters for each of its
two approved residential
programs, the ITU and
Hillcrest Center Schools
residential programs.
These rosters indicate that all
related services providers
maintain their professional
license. Personnel records
for related services providers
include copy of their current
license.
11.6
Master Staff
Roster

Documentation
and personnel
record review
Hillcrest submitted a current
Master Staff Roster for each
of its two approved
residential programs. It
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 5 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

indicates that the private
school is staffing its
programs as approved by the
Department of Elementary
and Secondary Education.
Personnel records for all staff
indicate information reported
on Master Staff Roster is
consistent with what is found
in personnel records.
28.09(7)
Identified Areas of Non-Compliance During 2006 Program Review or Other Areas of Concern
1.2
Program &
Student
Description

Documentation
review
Hillcrest Educational
Centers, Inc. submitted two
separate narratives, one for
each of the approved
Intensive Treatment Program
and the Hillcrest Center
Schools Residential Program.
For each approved residential
program, these written
descriptions describe the
operational capacity,
population of students
served, program philosophy
and how it will ensure that
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 6 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

students enrolled in receive
all required IEP services.
3.1

Documentation
review
Hillcrest Educational
Centers, Inc. has developed a
Policies and Procedures
Manual that contains written
policies, procedures and/or
plans for each topic required
by the Department. Hillcrest
Educational Centers, Inc. also
submitted a copy of the letter
Hillcrest Educational
Centers, Inc. sends to parents
at the time of admission and
annually thereafter to notify
them that they may request a
copy of the Policies and
Procedures Manual at any
time

Documentation
review
Hillcrest Educational
Center’s policy on reporting
suspected abuse or neglect
contains all required
elements.
Policies &
Procedures
Manual
3.1(c)
Child Abuse
Reporting
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 7 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

3.2


Advanced
Notice of
Proposed
Program/
Facility Change
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary Education and
Timelines for
Implementation and
Further Progress
Reporting
Hillcrest Educational
Centers, Inc. submitted an
articulate and detailed
description of its
procedures to ensure that
the Department receives
prior notification of
proposed changes to its
approved programs.
Submit a Form 1
notification to the
Department regarding the
addition of classroom space
to the school building at
Highpoint. Attach the
following documents:
 Written plan for use of
new school building
 Plan includes expected
number of staff and
students that will be
assigned to each
classroom
 Floor plan that
designates use of space
for each room.
 Statement regarding
current use of room in

Documentation
review
Health Care
Manual
4.4
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Documentation
review and
observation
Hillcrest Educational
Centers, Inc. submitted a
copy of the table of contents
from the Health Care
Manual. It contains all
required policies.

Observation indicates that
Hillcrest Educational
Centers did not make prior
notification to the
Department before
beginning to construct an
addition to the school
building on the Highpoint
campus.
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 8 of 25
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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary Education and
Timelines for
Implementation and
Further Progress
Reporting






gym and recreation
room to hold classes
Building permit
Building occupancy
permit
Building inspection
Fire inspection
Health inspection
Statement regarding
disturbance of lead paint
and asbestos when
conducting renovation,
if applicable.
Documentation must be
received by May 29, 2009.
4.5
Immediate
Notification

Documentation
and student
record review
Hillcrest Educational
Centers, Inc. has developed a
written policy on immediate
notification of serious
incidents that contains all
required elements. Incident
reports were found in student
records.
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 9 of 25
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

5.1
Student
Admissions

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

Documentation
and student
record review
Hillcrest Educational
Centers, Inc. submitted its
admissions policy that
contains all required
elements.
A current medical
examination was found in all
student records reviewed.
Hillcrest Educational Center
also submitted a narrative
clarifying student admissions
and waiting list procedures.
In February 2004 the
Department approved the
agency’s proposal to expand
the approved Hillcrest Center
School to also include the
(separately approved)
Brookside and Highpoint
Programs. The Department
approved what had formerly
been three separate approved
residential programs as one
expanded residential
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 10 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

program. With that approval,
the Department agreed that
Hillcrest Educational Centers
would serve a different
population on each of the
three campuses.
6.1

Documentation
review
Hillcrest Educational
Centers, Inc. has developed
block schedules for its
approved residential
programs that include all core
content and elective subject
areas taught as well as
beginning and ending times
for each instructional period.

Documentation
review
Hillcrest Educational Centers
has developed written
guidelines that describe how
the private school verifies
hours students spend in
School-to-Work
opportunities.
Daily
Instructional
Hours
6.2
School-to-Work
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 11 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

7.1
7.3
State/District
Wide
Assessments
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance


Documentation
review and
interview
Hillcrest Educational Center,
Inc. has a written description
of how the learning standards
of the Massachusetts
Curriculum Frameworks are
incorporated into the private
school’s instruction and
describes techniques used to
make teachers and students
aware of the framework
addressed in each class
lesson. The policy indicates
that teachers keep a copy of
Massachusetts Curriculum
Frameworks in the classroom
and the learning standard
being addressed in a class
lesson is posted throughout
the classroom.

Documentation
review
Hillcrest Educational
Centers, Inc. has developed
written procedures for
ensuring participation in state
and district-wide assessments
that contains all required
elements.
Curriculum
Frameworks
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 12 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

7.4

Documentation
review
Hillcrest Educational Centers
has developed written
procedures regarding issuing
diplomas and certificates of
attendance that meets
Department requirements.

Documentation
and student
record review
Hillcrest Educational
Centers, Inc. submitted a
written description of how
the private school documents
parents, sending school
districts and /or agencies
receive copies of progress
reports. It indicates that a
copy of a cover letter mailed
with each IEP progress report
is placed in the student’s
record. These were found in
student records.

Documentation
review
Hillcrest Educational
Centers, Inc. submitted a
written plan that describes
opportunities for enrolled
students to gain the capacity
IEP –
Progress
Reports
8.10
IEP - Least
Restrictive
Placement
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

High School
Diplomas and
Certificates of
Attendance
8.8
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 13 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

to return to a less restrictive
educational program.
8.11

Documentation
and student
record review
The private school’s written
transition plan meets the
requirements.
Transition Planning Forms
were found in student
records.

Documentation
and student
record review
Hillcrest Educational
Center’s written transition
plan for students approaching
graduation or age 22 meets
requirements and is included
in the Policy and Procedures
Manual. A copy of a 688
referral was found in student
records.

Documentation
review and
interview
Hillcrest Educational Center
has developed a written
description of its behavior
management policies and
procedures that are
IEPTransition
Planning
8.12
IEPTransition
Services
9.1
Discipline and
Behavior
Management
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 14 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

implemented at all campuses
included in its residential
programs.

Runaway
Students
9.5

3-5 Day
Suspensions
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

Policies and
Procedures
9.3
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Documentation
and student
record review
Hillcrest Educational Center
has developed a Runaway
Policy that contains all
required elements. Incident
reports of runaways were
found in student records.
Documentation
review and
interview
Hillcrest Educational Centers
writes that it does not
suspend students. The
private school’s suspension
policy describes behavior
management procedures that
will be implemented if a
student has behaviors that
preclude him or her from
being allowed to participate
in assigned classroom
activities with other students
because of behavior or safety
concerns.
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 15 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

9.6

Documentation
review
Hillcrest Educational
Centers, Inc. has developed
written procedures to ensure
that it follows federal
regulations if a student is
refused participation in
classroom activities by
Hillcrest Educational Centers
for 10 consecutive school
days or a pattern of need for
exclusion from classes has
developed that exceeds 10
cumulative days.

Documentation
review
Hillcrest Educational
Centers’ policy on
termination of students
includes all required elements
and is found in the Policy and
Procedures Manual.

Documentation
review
Hillcrest submitted job
description that indicates the
corresponding UFR number
and qualifications required of
staff for each position match
Terminations
11.7
Job
Descriptions
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

Suspensions
10+ Day
Suspensions
9.7
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 16 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary Education and
Timelines for
Implementation and
Further Progress
Reporting
At the time of the Midcyle Review, Hillcrest
Educational Centers Inc.
was in the process of
requesting changes to its
two approved residential
programs. The private
school did not submit
organizational charts with
accompanying narrative
for its agency or two
residential programs.
For a progress report, submit
the following documents:

what was approved with the
Special Circumstances for
ITU in 2007 and Center
Schools expansion in 2004.
11.9
Organizational
Structure
Documentation
review and
interview

The concern at the time of
the previous program
review was that the
Education Director did not
supervise principals,
which led to a lack of
unification of procedures.
Principals were supervised
by Program Directors who
did not have an
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 17 of 25



Organizational chart for
agency
Organizational chart for
each of the two
approved residential
programs
For each approved
program, include a
narrative description of
lines of supervision of
staff and students and
explain how this
organizational and
supervision structure
promotes an educational
program that best serves
students and teachers.
Note that organizational
charts must include the UFR
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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

educational background.
Teacher assistants
reported to a day
supervisor who had no
educational background.
11.11

Documentation
review
Hillcrest Educational Centers
has developed a written plan
that describes arrangements
for individual and group
recreational programs
appropriate to the age,
interests, and needs of each
student with assigned staff as
appropriate.

Documentation
review
Hillcrest Educational
Centers, Inc. submitted a list
of sports offerings,
extracurricular activities and
clubs offered to all students
enrolled in the approved
Hillcrest Residential Program
that is located on three
campuses.
Supervision of
Students
11.12
Accessibility of
Extracurricular
Activities
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 18 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary Education and
Timelines for
Implementation and
Further Progress
Reporting
number for each position.
These documents must be
received by May 29, 2009.
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

12.2

Training
12.2 (f)


Description of
Physical
Facilities
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary Education and
Timelines for
Implementation and
Further Progress
Reporting
See contents of finding for
criterion 4.4
See details of progress
report required for criterion
4.4.

Documentation
review and
interview
Hillcrest Educational
Centers, Inc. submitted a
narrative description of the
agency’s procedures to
monitor and document that
staff members participate in
all trainings required for their
job duties. Review of the
private school’s system for
tracking staff attendance at
mandated trainings indicates
that all staff members
participate in trainings as
required.
Documentation
review
The private school submitted
documentation of 2 fire drills
per building per shift in the
previous 12 months.
Emergency
Procedures
13.2
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Documentation
review and
observation

Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 19 of 25
Criterion
Number and
Topic
Implementation
Status of
Requirements
or Corrective
Action Plan
Determined to
be Substantially
Implemented
Method(s) of
Verification

13.4
Physical
Facility
Architectural
Barriers
Comments Regarding
Corrective Action Plan
Implementation
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary Education and
Timelines for
Implementation and
Further Progress
Reporting
Observation indicates that
neither the approved
Residential Programs nor
the Intensive Residential
Treatment Program are
fully handicapped
accessible.
Submit a specific plan that
details steps to be taken to
comply with Section 504 of
the Rehabilitation Act of
1973 for the approved
Residential Program and
another for the approved
Intensive Residential
Treatment Program.

Documentation
review
observation
and interview

Hillcrest Educational
Center did not submit a
specific plan to provide all
residential and educational
program services at an
equivalent alternate
location in handicapped
accessible buildings.
If the private school’s plan
includes building
renovations, submit
expected timelines for
completion of each stage of
the project(s.)
If the private school’s plan
is to move the location of a
student’s education and
residential services to
accessible buildings, please
note that Hillcrest must
submit two written plans,
one each for the Residential
Program and one for the
Intensive Residential
Treatment Program.
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 20 of 25
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
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary Education and
Timelines for
Implementation and
Further Progress
Reporting
Attach floor plans.
Documentation must be
received at the Department
by May 29, 2009.
13.7
Library/
Resource Room
Observation
and interview

Hillcrest Educational
Centers, Inc. submitted a
written narrative to
describe the
library/resource area at
each campus. At the time
of the onsite visit, the
private school did not
have a plan for separate
library space in the
renovated school building
on the Brookside campus.
Submit a written description
of the location and variety of
materials available in the
separate library or resource
room on the Brookside
campus. This narrative must
address how the location
was chosen to facilitate use
of the library. Include a
statement of when and how
often students access the
library.
Final approval of
compliance with this
criterion is subject to onsite
verification by Department
staff.
Documentation must be
received at the Department
by May 29, 2009.
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 21 of 25
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

15.3

Documentation
review
Hillcrest Educational
Centers, Inc. submitted a
description of how the private
school will respond promptly
to parent/guardian requests to
have important school
information translated on
demand, either orally or in
writing.

Documentation
review and
student
records.
Written procedures to ensure
all appropriate personnel
receive information about a
change in a student’s legal
status and results of judicial
and administrative
proceedings meet Department
requirements. The private
school’s “Legal Status
Change Notification” form
was found in student records.

Documentation
and student
record review
Hillcrest Educational Centers
submitted a copy of its
consent form for permission
to take or publish a student’s
Change of
Student’s Legal
Status
15.5
Parent Consent
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

Information to
be Translated
into Languages
Other Than
English
15.4
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 22 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

photograph, sound recording,
film or name for purposes of
staff and parent training,
observation and public
relations. The private school
also submitted a statement on
when this consent would be
required. Consents were
found in student records
reviewed.
16.5

Documentation
review

Documentation
review
Administration
of Medication
16.6
Administration
of Antipsychotic
Medication
Hillcrest Educational
Centers, Inc. has developed
written policy and procedures
for administration of
medication that contains all
required information and is
placed in the Health Care
Manual.
Hillcrest Educational
Centers, Inc. has developed
written policy and procedures
for administration of antipsychotic medication that
contains all required
information and is placed in
the Health Care Manual.
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 23 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary 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

16.7

17.1
Documentation
review
Transportation
Safety
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary Education and
Timelines for
Implementation and
Further Progress
Reporting
At the time of the onsite
visit, Hillcrest Educational
Centers, Inc. was in the
process of reviewing and
revising the wording of
written procedures for
medical treatment on the
grounds of sincere
religious belief.
Submit a statement of
medical treatment on the
grounds of sincere religious
belief that is included in the
Health Care Manual.
Hillcrest Educational
Centers, Inc. submitted a
written plan for providing
students with preventative
health care that meets
requirements.

Documentation
review and
interview

Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

Preventive
Health care
16.8
Medical
Treatment –
Religious
Beliefs
Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Documentation
review
Hillcrest Educational
Centers, Inc. has developed
detailed written
transportation safety
procedures to ensure vehicles
are safe and students are
transported in a safe manner.
A selection of personnel
records of staff members who
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 24 of 25
Documentation must be
received by May 29, 2009.
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

Corrective
Action Plan
Determined to
be Not Fully
Implemented
or Additional
Issues
Identified
Findings Regarding
Incomplete
Implementation of
Approved Corrective
Action Plan or
Identification of
Additional Issues of
Noncompliance

transport students was
reviewed. Each contained a
copy of a current driver’s
license.
Hillcrest Educational Centers, Inc. Residential Program and Intensive Treatment Resident Program Review Mid-cycle Report
April 15, 2009
Page 25 of 25
Further Corrective Action
Ordered by the
Department of
Elementary and
Secondary Education and
Timelines for
Implementation and
Further Progress
Reporting