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MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION

Program Quality Assurance Services

COORDINATED PROGRAM REVIEW

CORRECTIVE ACTION PLANCharter School or District: Douglas

CPR Onsite Year: 2011-2012

Program Area: Special Education

All corrective action must be fully implemented and all noncompliance corrected as soon as possible and no later than one year from the issuance

of the Coordinated Program Review Final Report dated 04/18/2012.

Mandatory One-Year Compliance Date: 04/18/2013

Summary of Required Corrective Action Plans in this Report

Criterion Criterion Title CPR RatingSE 2 Required and optional assessments Partially

ImplementedSE 4 Reports of assessment results Partially

ImplementedSE 5 Participation in general State and district-wide assessment

programsPartially Implemented

SE 6 Determination of transition services Partially Implemented

SE 7 Transfer of parental rights at age of majority and student participation and consent at the age of majority

Partially Implemented

SE 8 IEP Team composition and attendance Partially Implemented

SE 9 Timeline for determination of eligibility and provision of documentation to parent


SE 12 Frequency of re-evaluation Partially Implemented

Criterion Criterion Title CPR RatingSE 14 Review and revision of IEPs Partially

ImplementedSE 18A IEP development and content Partially

ImplementedSE 18B Determination of placement; provision of IEP to parent Partially

ImplementedSE 26 Parent participation in meetings Partially

ImplementedSE 32 Parent advisory council for special education Partially

ImplementedSE 37 Procedures for approved and unapproved out-of-district

placementsPartially Implemented

SE 40 Instructional grouping requirements for students aged five and older


SE 41 Age span requirements Partially Implemented

SE 54 Professional development Partially Implemented

SE 55 Special education facilities and classrooms Partially Implemented

SE 56 Special education programs and services are evaluated Partially Implemented

CR 7 Information to be translated into languages other than English


CR 9 Hiring and employment practices of prospective employers of students

Not Implemented

CR 10 Anti-Hazing Reports Partially Implemented

CR 10A Student handbooks and codes of conduct Partially Implemented

CR 10B Bullying Intervention and Prevention Partially Implemented

CR 12A Annual and continuous notification concerning nondiscrimination and coordinators


CR 16 Notice to students 16 or over leaving school without a high school diploma, certificate of attainment, or certificate of completion

Not Implemented

CR 17A Use of physical restraint on any student enrolled in a publicly-funded education program


COORDINATED PROGRAM REVIEWCORRECTIVE ACTION PLAN

Criterion & Topic: SE 2 Required and optional assessments

CPR Rating: Partially Implemented

Department CPR Findings: Student records indicated that not all required assessments are completed. Specifically, the assessments in the area of suspected disability and educational assessments that provide the history of a student's educational progress in the general education curriculum were not consistently completed.Description of Corrective Action: General/Special education staff will be trained on Educational Assessment A and B forms. Special education staff will have informative session(s) regarding the guidelines of assessment, as well as the defintiton of specific assesment areas and appropriate assessment tools.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)

Expected Date of Completion:01/20/2013

Evidence of Completion of the Corrective Action:Staff assessment reports will include comprehensive results and recommendations, based on utilization of appropriate assessments tools.Description of Internal Monitoring Procedures: Monitoring of assessment reports to ensure thorough details and information pertaining to student level in specific areas.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 2 Required and optional assessments

Corrective Action Plan Status: Partially Approved

Status Date: 05/21/2012Basis for Partial Approval or Disapproval: The district needs to develop procedures for the completion of the information required on Educational Assessment A, the history of a student's progress in the general education curriculum. In addition, guidance on the identification of the areas of suspected disability needs to be provided to school psychologists and special education teachers that conduct assessments.Department Order of Corrective Action:Develop local procedures for the completion of the Educational Assessment A that include assignment of the responsibility for completion within each building. Meet with school psychologists, special educators and related services staff to generate guidance on the areas of suspected disability.Required Elements of Progress Report(s): Submit the procedures, assignments and evidence of training (agenda and attendance form with name and roles) for persons completing the Educational Assessment A form for eligibility determinations by October 18, 2012. Provide evidence of a meeting to generate areas of suspected disability and provide agenda, guidance and attendance sign in sheet with name role and signature by October 18, 2012.

Submit the description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system's implementation. Submit this information by Ocotober 18, 2012.

Submit the results of an administrative review of student records. Indicate the number of records reviewed, the number found to be compliant, an explanation of the root cause for

MA Department of Elementary & Secondary Education , Program Quality Assurance ServicesDouglas CPR Corrective Action Plan

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any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to the Department on or before by February 28, 2013.

*Please note when conducting administrative 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 records reviewed; b) Date of the review; c) Name of person(s) who conducted the review, with their role(s) and signature(s).Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 4 Reports of assessment results


Department CPR Findings: A review of student records demonstrated that speech/language and cognitive assessments did not consistently contain summarized procedures and results and define in detail and in educationally relevant and common terms, the student's needs, offering explicit means of meeting them.Description of Corrective Action: An assessment rubric will be developed and implemented system wide taking into account the need addressed above.

The result is to improve reporting of students performance level and the generating of educationally relevant recommendations based upon assessment results.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart(Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Sample assessment report rubrics.Description of Internal Monitoring Procedures: The Director of Student Support Services and the Special Education Coordinator will review selected reports for rubric compliance.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 4 Reports of assessment results

Corrective Action Plan Status: Approved Status Date: 05/21/2012

Basis for Partial Approval or Disapproval: The district will develop an assessment rubric for reporting recommendations that are educationally relevant to meet the student's needs.Department Order of Corrective Action:

Required Elements of Progress Report(s): Provide a copy of the assessment ruberic and evidence of training for all staff who generate assessment reports. Submit the attendance sheet with name, role and signature by October 18, 2012.

Submit the description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system's implementation. Submit this information by October 18, 2012.

Submit the results of an administrative review of student records. Indicate the number of records reviewed, the number found to be compliant, an explanation of the root cause for any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to the Department on or before by February 28, 2013.Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 5 Participation in general State and district-wide assessment programs


Department CPR Findings: A review of student records indicated that the state and district wide assessment section of the IEP for out-of-district students who are in a grade level designated for testing is not consistently completed.Description of Corrective Action: 1. Dissemination of "Requirements for the Participation of Students with Disabilities in MCAS"(MA DESE)

2. Provision of training relative to the above need.

Anticipated results are to improve teacher knowledge and skills in the area of accommodations.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Director of Student Support Services and Special Education Coordinator will review all IEPs utilizing a prescribed rubric and survey staff in writing to determine implementation of corrective action activities.Description of Internal Monitoring Procedures: Utilization of IEP rubric in the evaluation of compliance through a random check process.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 5 Participation in general State and district-wide assessment programs


Status Date: 05/21/2012Basis for Partial Approval or Disapproval: The district will disseminate the requirements for participation in MCAS to each out-of-district placement and obtain an assurance for each eligible student. that students in out of district placements (in and out of state) will administer the MCAS or develop an Alternative portfolio for each eligible student by October 18, 2012.Department Order of Corrective Action:Disseminate with each contract for placement in an out of district placement a copy of the requirements for participation of students with disabilities in MCAS. Submit a list of each placement that was sent a contract and each collablrative where Douglas students are placed that was sent the requirements by October 18, 2012.Required Elements of Progress Report(s): Provide a list of the out of district placements, including collaboratives that received the requirements for participation in MCAS by October 18, 2012.

Submit the description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system's implementation. Submit this information by October 18, 20127, 2012.

Conduct a review of out of district student records to ensure that the MCAS page of the IEP is fully completed.Submit the results of the administrative review of out of district student records. Indicate the number of records reviewed, the number found to be compliant, an explanation of the


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root cause for any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to the Department on or before by February 28, 2013.



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Criterion & Topic: SE 6 Determination of transition services


Department CPR Findings: A review of student records showed that the district does not consistently complete and annually update Transition Planning forms for students age 14 or older. The purpose of the Transition Planning Form, a mandated form, is to document the planning that has occurred related to the student's course of study, post-secondary vision, disability related needs, self-determination skills, academic and functional skills needed to achieve the post-secondary vision and the role and action of school personnel, family members and adult service providers.Description of Corrective Action: Utilizing the MA DESE requirements and training materials, forms and procedures will be implemented and disseminated to the Intermediate school and High School staff in the requirement components; technical assistance will be provided as necessary.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Current IEPs that reflect the incorporation of the training requirements and development of tranisition plansDescription of Internal Monitoring Procedures: Monitoring of IEPs to ensure compliance with transition requirements and development of tranisition plans.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 6 Determination of transition services


Basis for Partial Approval or Disapproval: The district will develop procedures and provide training to appropriate Intermediate and High School staff regarding transition. A system designed to monitor IEPs and transition plans will be developed.Department Order of Corrective Action:

Required Elements of Progress Report(s): Provide documentation of special education staff training, including an agenda, a list of participants and/or signed attendance sheet (including name and role), and materials used at the training. Please provide this documentation by October 18, 2012.


Subsequent to the training, the district must conduct a sample record review of high school student IEPs to review the adequacy of transition goals and plans. Select records that represent a variety of students' needs (mild to severe) and grade levels. Provide a detailed summary of the district's record review to ensure that Transition Planning forms are completed and annually updated for all students 14 years and older by February 28, 2013.

Please note when conducting internal monitoring the district must maintain the following


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documentation and make it available to the Department upon request a) List of 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).Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 7 Transfer of parental rights at age of majority and student participation and consent at the age of majority


Department CPR Findings: Student records indicated that age of majority notification is not consistently provided to the student and the parent one year prior to the student reaching age 18.Description of Corrective Action: Students' rights under legislation will be documented.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Sign off sheet will become a part of the students' temporary record.Description of Internal Monitoring Procedures: Record review.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 7 Transfer of parental rights at age of majority and student participation and consent at the age of majority


Status Date: 05/21/2012

Basis for Partial Approval or Disapproval: The district will designate personnel to send the notice of age of majority notice to students one year before they turn 18 and their parent(s). Training on the associated Administrative Advisory will be provided to the relevant high school staff and the out of district coordinator.Department Order of Corrective Action:Develop procedures for notification of the age of majority. Provide training on the procedures. Establish a means to monitor the provision of the age of majority to students and parents. Conduct an administrative review for notification of the age of majority.Required Elements of Progress Report(s): The district will provide a narrative description of their revised procedures related to age of majority notification along with evidence of staff training on these procedures, which will include but not be limited to a training agenda, attendance sheet (including name/role) and copies of the materials presented. Please submit this to the Department by October 18, 2012.

Submit the description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system's implementation. Submit this information by October 18, 2012. Submit the results of an administrative review of student records. Indicate the number of records reviewed, the number found to be compliant, an explanation of the root cause for any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to the Department on or before by February 28, 2013.

Please note when conducting administrative 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 records reviewed; b) Date of the review; c) Name


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of person(s) who conducted the review, with their role(s) and signature(s).Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 8 IEP Team composition and attendance


Department CPR Findings: Student records indicated that not all required Team members are in attendance for Team meetings. Specifically, those not consistently in attendance include special education teachers, an individual with the authority to commit resources of the district and parents. The district utilizes the excusal process; however the written documentation for the excused member was not consistently present in the student record. Interviews indicated the staff members who are responsible for convening annual Team meetings were unaware that an individual with the authority to commit resources of the district was a required team member for annual meetings.Description of Corrective Action: Copies of the requirements for TEAM meetings from the regulations will be disseminated to staff; technical assistance will be provided as needed.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Lack of clarity with regards to the TEAM process will be resolved.

Sign off sheets indicating the receipt and review of required materials.

Staff members who are absent will develop a written summary for parents to have at the meeting, as well as follow up correspondence to ensure clarity. All documentation will be included in the main file.Description of Internal Monitoring Procedures: Ongoing administrative monitoring of this standard and yearly review of materials.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 8 IEP Team composition and attendance


Status Date: 05/21/2012Basis for Partial Approval or Disapproval: The district addressed the need to have excused members from the Team meeting provide a written report. The district did not address the issue of special education teachers absence from Team meetings and how it will ensure the consistent attendance of special education teachers.Department Order of Corrective Action:The district must develop a system for requiring attendance at IEP meetings. Also, the district nust identify individuals with the authority to commit resources and inform the individuals identified of their responsibilities.Required Elements of Progress Report(s): The district will provide a narrative description of their revised procedures related to Team Composition along with evidence of staff training on these procedures, which will include but not be limited to a training agenda, attendance sheet (including name/role) and copies of the materials presented. Please submit this to the Department by October 18, 2012.



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Submit the results of an administrative review of student records. Indicate the number of records reviewed, the number found to be compliant, an explanation of the root cause for any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to the Department on or before by February 28, 2013.



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Criterion & Topic: SE 9 Timeline for determination of eligibility and provision of documentation to parent


Department CPR Findings: Student records indicated that the district does not consistently determine whether the student is eligible for special education and provide the parent either a proposed IEP and (except in cases covered by 603 CMR 28.06(2)(e)) proposed placement or a written explanation of the finding of no eligibility within forty-five school working days after the receipt of written consent.Description of Corrective Action: Timelines will be disseminated to staff via memo. Trainings will be conducted for new staff.

All personnel involved will meet and determine eligibilty and proposed IEP services, if necessary, within the required 45 day legal limit.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Sign off sheets regarding receipt and review of requirements.Description of Internal Monitoring Procedures: Frequent and timely administrative monitoring of this standard. Compliance will be further ensured through the implementation of specific trainings on an as needed basis.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 9 Timeline for determination of eligibility and provision of documentation to parent



Basis for Partial Approval or Disapproval: The district did not identify how it will determine the cause of the delay in timelines. Notification of requirements and training of staff will be conducted.Department Order of Corrective Action:

The district will provide a narrative description of their revised procedures related to determining eligibility within required regulatory timelines along with evidence of staff training on these procedures, which will include but not be limited to a training agenda, attendance sheet (including name/role) and copies of the materials presented. Please submit this to the Department by October 18, 2012.



*Please note when conducting administrative monitoring the district must maintain the


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following documentation and make it available to the Department upon request: a) List of student names and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who conducted the review, with their role(s) and signature(s).Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 12 Frequency of re-evaluation


Department CPR Findings: Student records indicated that re-evaluations are not consistently conducted every three years, unless the parent and district agree that it is unnecessary.Description of Corrective Action: Maximization of computer-based capability will assist in the monitoring of three year reevaluation dates.

Provision of the ESPED program training should assist staff to maximize the program's capabilites and result in improved tracking of three year reevaluations.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Adherence to three year reevaluation requirement.Description of Internal Monitoring Procedures: Administrative oversight and monitoring of compliance.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 12 Frequency of re-evaluation


Basis for Partial Approval or Disapproval: The district will utilize the reports from E Sped as the basis to ensure reevaluations are conducted every three years.Department Order of Corrective Action:

Required Elements of Progress Report(s): The district will provide a narrative description of their revised procedures related to ensuring that re-revaluations are completed every three years along with evidence of staff training on these procedures, which will include but not be limited to a training agenda, attendance sheet (including name/role) and copies of the materials presented. Please submit this to the Department by October 18, 2012.



*Please note when conducting administrative 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 records reviewed; b) Date of the review; c) Name of person(s) who conducted the review, with their role(s) and signature(s).10/18/201202/28/2013


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Criterion & Topic: SE 14 Review and revision of IEPs


Department CPR Findings: Student records indicated that annual Team meetings are not always held on or before the anniversary date of the IEP.Description of Corrective Action: Maximization of computer-based capability will assist in the monitoring annual meeting dates.

Provision of the ESPED program training should assist staff to maximize the program's capabilites and result in improved tracking of annual meetings.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Adherence of annual meeting requirement.Description of Internal Monitoring Procedures: Administrative oversight and monitoring of compliance.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 14 Review and revision of IEPs


Basis for Partial Approval or Disapproval: The district will utliize IEP software reports to assist in monitoring annual Team meeting dates. The administrator for special education will have oversight for compliance with this criterion.Department Order of Corrective Action:

Required Elements of Progress Report(s): The district will provide a narrative description of their revised procedures related to ensuring that annual meetings are held on or before the one year anniversary of a students IEP along with evidence of staff training on these procedures, which will include but not be limited to a training agenda, attendance sheet (including name/role) and copies of the materials presented. Please submit this to the Department by October 18, 2012.



*Please note when conducting administrative 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 records reviewed; b) Date of the review; c) Name of person(s) who conducted the review, with their role(s) and signature(s).Progress Report Due Date(s):


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10/18/201202/28/2013


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Criterion & Topic: SE 18A IEP development and content


Department CPR Findings: A review of documentation and interviews with staff members indicated that the district has begun to implement procedures to ensure IEPs address bullying, harassment and teasing for vulnerable students; however the student record review demonstrated that IEP's inconsistently address the skills and proficiencies needed to avoid and respond to bullying, harassment or teasing for students on the autism spectrum or other vulnerable students.Description of Corrective Action: Implement training that utilizes a qualitative analysis approach to ensuring the efficacy of the student IEP, in regards to addressing the skills and proficiencies needed to avoid and respond to bullying, harassment or teasing for students on the autism spectrum or other students who may be vulnerable.

The provision of positive behavioral support knowledge and skills will assist in the maintenance of appropriate behaviors.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Review of statements and reports in the IEP.

Sign in sheets from training on bullying and positive behavioral interventions.Description of Internal Monitoring Procedures: The Director of Student Support Services will review the above documentation for actualization of training goals and translation to practice.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 18A IEP development and content


Basis for Partial Approval or Disapproval: The district will provide special education and related services staff with training on how to document the Team decision on skills and proficiencies needed to address teasing, harassment and bullying for students on the spectrum or other vulnerable students. The Administrative Advisory http://www.doe.mass.edu/bullying/considerations-bully.html will be used for trainingDepartment Order of Corrective Action:

Required Elements of Progress Report(s): Using the Department's Advisory, http://www.doe.mass.edu/bullying/considerations-bully.htmlthe district will provide training to all special education and related services staff. Submit the training agenda, attendance sheet (name, role and signature) and handouts by October 18, 2012.



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Conduct an administrative review of student records to ensure that the appropriate documentation for this criteria is documented in the IEP. Submit the results of an administrative review of student records. Indicate the number of records reviewed, the number found to be compliant, an explanation of the root cause for any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to the Department on or before by February 28, 2013.



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Criterion & Topic: SE 18B Determination of placement; provision of IEP to parent


Department CPR Findings: Student records indicated that the district does not consistently provide the parent with two copies of the proposed IEP and proposed placement along with the required notice, immediately following the development of the IEP.Description of Corrective Action: The District currently provides parents with a copy to keep for their records when the proposed IEP is mailed to them. A statement will now be included in the N1 stating that an additional copy has been provided for their records, indicated by the word "COPY" at the top of the document.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Corrdinator)


Evidence of Completion of the Corrective Action:Parents will be provided with an additional copy of the proposed IEP for their records.Description of Internal Monitoring Procedures: Administrative monitoring of all mailings.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 18B Determination of placement; provision of IEP to parent


Basis for Partial Approval or Disapproval: The district will send two IEPs out with the Parental Notice N! when the IEP is completed and ready for the parent's signature.Department Order of Corrective Action:

Required Elements of Progress Report(s): The district will provide a narrative description of their revised procedures related to ensuring that parents are consistently provided with two copies of the proposed IEP and proposed placement along with the required notice, immediately following the development of the IEP along with evidence of staff training on these procedures, which will include but not be limited to a training agenda, attendance sheet (including name/role) and copies of the materials presented. Please submit this to the Department by October 18, 2012.



*Please note when conducting administrative 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 records reviewed; b) Date of the review; c) Name of person(s) who conducted the review, with their role(s) and signature(s).


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Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 26 Parent participation in meetings


Department CPR Findings: A review of student records showed that the district is not consistently documenting attempts to facilitate parent participation in Team meetings.Description of Corrective Action: On each meeting invitation, all attempts for meeting will be indicated at the bottom of the page (option for additional information) including attempted meeting date, time and reason for no participation. This will be presented to staff in an informative session.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:All meeting invitations will include meeting attempts (date, time, explanation).

Sign off sheets of informative session regarding above standard.Description of Internal Monitoring Procedures: Adminstrative review of meeting invitations.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 26 Parent participation in meetings


Basis for Partial Approval or Disapproval: The district will establish procedures for staff to document all attempts, including the variety of methods, to have parents participate in the IEP meeting on the Team meeting invitation. The procedures will be reviewed with staff and the special education administrator will complete internal monitoring.Department Order of Corrective Action:

Required Elements of Progress Report(s): The district will provide a narrative description of their revised procedures related to ensuring that the district is consistently documenting attempts to facilitate parent participation in Team meetings along with evidence of staff training on these procedures, which will include but not be limited to a training agenda, attendance sheet (including name/role) and copies of the materials presented. Please submit this to the Department by October 18, 2012.



*Please note when conducting administrative 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 records reviewed; b) Date of the review; c) Name


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of person(s) who conducted the review, with their role(s) and signature(s).Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 32 Parent advisory council for special education


Department CPR Findings: Interviews indicated that the Parent Advisory Council does meet with school officials, but does not participate in the planning, development and evaluation of the school district's special education programs.Description of Corrective Action: Parents knowledge and skills to their rights under State and Federal law will be increased.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Documentation of parent participation in the development of planning and evaluation of the school.

Sign off sheets of Parent Rights workshop will be provided.Description of Internal Monitoring Procedures: Administrative and staff attendance at DPAC meetings to monitor compliance with mandates and supporting the efforts of the DPAC.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 32 Parent advisory council for special education

Corrective Action Plan Status: Disapproved

Status Date: 05/21/2012Basis for Partial Approval or Disapproval: The participation of the Parent Advisory Council is for the purpose to improve special education programs and services by providing input on the planning, development and evaluation of the district's special education programs. The Parent and Student Rights Workshop is a different portion of the requirements that was met for the Coordinated Program Review.Department Order of Corrective Action:The district must identify mechanisms for the PAC to provide input in the planning, development and evaluation of special education programs and services in the district.Required Elements of Progress Report(s): Provide a descriptive narrative with specific examples about how the PAC is involved in the planning, development and evaluation of special education programs and services. Provide agendas and meeting minutes to substantiate the input from the PAC on improving the services and programs for special education by February 28, 2013.Progress Report Due Date(s):

02/28/2013


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Criterion & Topic: SE 37 Procedures for approved and unapproved out-of-district placements


Department CPR Findings: Student records and staff interviews indicated that the records of students in out of district placements do not include contracts and monitoring plans. Additionally, records also indicated that the district does not complete the unapproved program requirements which include a documented search, facility evaluation, pricing and notification to the Department.Description of Corrective Action: Development of contracts at the beginning of the school year for each Out of District placement.

Complete all forms and processes regarding the unapproved program requirements which include a documented search, facility evaluation, pricing and notification to the Department.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Law abiding contracts.

Completed forms and processes regarding the unapproved program requirements which include a documented search, facility evaluation, pricing and notification to the Department.Description of Internal Monitoring Procedures: The Director of Student Support Services will monitor and evaluate terms of all contracts, as well as the function of unapproved programs.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 37 Procedures for approved and unapproved out-of-district placements


Basis for Partial Approval or Disapproval:

Department Order of Corrective Action:


Conduct an administrative review of out of district student records to ensure that a contract and monitoring forms are on file in the student record. Submit the results of an administrative review of student records. Indicate the number of records reviewed, the number found to be compliant, an explanation of the root cause for any continued noncompliance and a description of additional corrective actions taken by the district to address any identified noncompliance. Please submit this to the Department on or before by February 28, 2013.

*Please note when conducting administrative monitoring the district must maintain the


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following documentation and make it available to the Department upon request: a) List of student names and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who conducted the review, with their role(s) and signature(s).Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 40 Instructional grouping requirements for students aged five and older


Department CPR Findings: A review of district documentation and staff member interviews indicated that the high school has three special education instructional groupings that exceed the required student teacher ratios. Room 125 during D period has 13 students with one teacher and no aide; room 222 has 11 students with one teacher during F period without an aide; and period B for academic support has 11 students, one teacher and no aide. The district did not provide written notification to the parents or the Department of their decision or reason to increase the instructional group size.Description of Corrective Action: The maximum student/teacher ratios within instructional groupings across the District will be reviewed, as well as the guidelines surrounding such regulations.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Teacher caseload lists.

Teacher schedules.

Sign in sheet for staff orientation on regulations.Description of Internal Monitoring Procedures: Administrative monitoring at the time of teacher/instructional grouping and scheduling.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 40 Instructional grouping requirements for students aged five and older



Basis for Partial Approval or Disapproval: The district will review instructional grouping requirements with special educators. Any grouping that exceeds the requirements will provide notification to parents and the Department.Department Order of Corrective Action:

Required Elements of Progress Report(s): Provide evidenceof instructional grouping is appropriate at the high school by providing the number of students in each class of special education students, the teacher name, room number and the number of teaching assistants or paraprofessionals assigned to the class by October 18, 2012.

Please also provide an internal monitoring report will generate the same information for high school classes with all IEP students by February 28, 2013.Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 41 Age span requirements


Department CPR Findings: A review of documentation indicated that two instructional groups in the district had student ages that exceeded 48 months. At the high school the STARS class has students aged 14 years to 21 years of age. At the Intermediate School one class contains students from eight years of age to 13 years of age. The district did not apply for a waiver for either group.Description of Corrective Action: The age span requirements within instructional groupings across the District will be reviewed, as well as the guidelines surrounding such regulations.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Teacher caseload lists, included students' D.O.B.

Teacher schedules, including students' D.O.B.

Sign in sheet for staff orientation on regulations.Description of Internal Monitoring Procedures: Administrative monitoring at the time of teacher/instructional grouping and scheduling.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 41 Age span requirements


Status Date: 05/21/2012Basis for Partial Approval or Disapproval: While the district will review age span requirements, the requirements related to applying for a one year waiver were not highlighted for any instructional group that exceeds 48 months.Department Order of Corrective Action:Have each class with all students on IEPs complete the age span form located in the web based portal at the beginning of the school year. Complete age span waiver forms for any group that exceeds 48 months. Develop a plan to monitor instructional groups during the school year.The district will submit evidence of training (copy of the district procedures, dated agenda, attendance list including the name, role and signature) provided to principals, guidance staff, and special education staff on the regulations regarding age span requirements by October 18, 2012.


The district will submit the results of an administrative review of the class lists of instructional groupings for each building including the names and birthdates of the oldest and youngest students in each instructional group in the class and whether the instructional group meets the age span requirements. Please verify that a waiver was requested by the Department or provide a copy of waivers approved by the Department for instructional groupings in which the ages of the youngest and oldest student in that


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instructional grouping differs by more than 48 months by February 28, 2013.Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 54 Professional development


Department CPR Findings: Documentation and staff interviews indicated that not all staff members, including both special education and general education staff, are trained on: state and federal special education requirements and related local special education policies and procedures.

The district does not provide in-service training for all locally hired and contracted transportation providers, before they begin transporting any special education student receiving special transportation, on his or her needs, appropriate emergency measures and appropriate methods of meeting those needs, or how to document problems that may cause difficulties. Transportation providers include drivers of regular and special education vehicles and any attendants or aides identified by a Team for either type of vehicle.Description of Corrective Action: As done on the first day of each school year, a professional development training will be provided to all staff, including transportation providers, on the appropriate emergency measures and appropriate methods of meeting those needs, or how to document problems that may cause difficulties. These professional development offerings will reflect the stated needs and include the appropriate provisions for all staff regarding the state and federal special education requirements and related local special education policies and procedures.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Professioanl Development sign in sheets.

Power point Presentations.

Print materials.Description of Internal Monitoring Procedures: The District's internal evaluation process assures the ongoing compliance for this action plan and includes timely administrative monitoring and yearly professional development opportunities that are responsive to assessed needs.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 54 Professional development




Provide evidence of training for (1) general education and special education staff on Federal and state special education regulations and the local procedures by October 18, 2013 Submit the dated agenda, handouts and attendance sheet (name, role and signature) and (2) transportation providers on special education student receiving special transportation, on his or her needs, appropriate emergency measures and appropriate methods of meeting those needs, or how to document problems that may cause difficulties. Provide the agenda and attendance sheet with name, role and signature of all


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transportation providers hired or contracted by October 18, 2012.Progress Report Due Date(s): 10/18/2012


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Criterion & Topic: SE 55 Special education facilities and classrooms


Department CPR Findings: Classroom observations indicated that the Intermediate School contains shared space in room 202 that includes speech and language services and small group instruction for special education. Although the district has placed a divider between the groups, both distractibility and confidentiality are problematic. The Intermediate School also has signs that may stigmatize students for the STARS classroom, Room 229 Intensive and for the Speech room.Description of Corrective Action: Delivery of instruction for S/L provided will take place in a room which accommodates distractibility and confidentiality of all student.

All signs that differentiate students from others within the academic setting will be removed.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Room reconfiguration.

Removal of program specific signs.Description of Internal Monitoring Procedures: Adminstration will monitor confidentialty of services.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 55 Special education facilities and classrooms




Required Elements of Progress Report(s): Provide a floor plan of the Intermediate School that indicates where speech and language services are provided. Include pictures of the STARS Classroom and the Speech and Language assigned space to demonstrate that signage was removed by Occtober 18, 2012.

Please provide confirmation regarding a scheduled onsite visit by DESE to review the facilites related changes by February 28, 2012.Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: SE 56 Special education programs and services are evaluated


Department CPR Findings: A review of documentation and staff member interviews showed that the district's special education programs and services are not regularly evaluated.Description of Corrective Action: The utilization of a myriad of available assessment data will be useful in providing a more comprehensive examination at the District's programs.

All available data will be used to inform the evaluation of special education programs.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (Coordinator)


Evidence of Completion of the Corrective Action:Evaluative reports that contain assessment data.Description of Internal Monitoring Procedures: District administrators review of assessment data as a part of a district wide evaluation process.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: SE 56 Special education programs and services are evaluated




Required Elements of Progress Report(s): Provide a copy of the evaluation of special education programs and a plan for which components of special education will be evaluated in the next evaluation by February 28, 2013.Progress Report Due Date(s):

02/28/2013


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Criterion & Topic: CR 7 Information to be translated into languages other than English


Department CPR Findings: A review of documentation and staff member interviews indicated that the district does not have a system in place to translate or provide oral interpretation of important information and documents to assist parents/guardians with limited English skills.Description of Corrective Action: The District will utilize the translation and interpretive services of the Central Massachusetts AHEC for all documents and meetings which require such services.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Laura Nasuti (ELL Coordinator)


Evidence of Completion of the Corrective Action:Invoices of translation/interpretive services.

Documents which were translated.Description of Internal Monitoring Procedures: Administrative TEAM meetings to track needs and follow through on processes responsive to the needs of LEP students and families.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: CR 7 Information to be translated into languages other than English


Status Date: 05/21/2012Basis for Partial Approval or Disapproval: The district identified a means to secure written and meeting translations, however a system to document any other oral translations was not provided.Department Order of Corrective Action:

Required Elements of Progress Report(s): The district must develop procedures and a system to translate or provide oral interpretation of important information and documents to assist parents/guardians with limited English skills. Please provide a copy of these procedures to the Department by October 18 2012.

Please provide evidence that all school principals have recieved training on these procedures, which will include but not be limited to a training agenda, attendance sheet (including name/role) and copies of the materials presented. Please submit this to the Department by February 28, 2013.Progress Report Due Date(s): 10/18/201202/28/2013


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Criterion & Topic: CR 9 Hiring and employment practices of prospective employers of students

CPR Rating: Not Implemented

Department CPR Findings: Documentation and staff interviews indicated that the district does not require employers or prospective employers (work study, training programs and career day participants) to sign a statement that the employer complies with applicable federal and state laws prohibiting discrimination that includes all required protected classes: race, color, national origin, sex, disability, religion and sexual orientation.Description of Corrective Action: All prospecitve employers will be required to sign a statement that the employer complies with applicable federal and state laws prohibiting discrimination that includes all required protected classes: race, color, national origin, sex, disability, religion and sexual orientation.

The Director will collaborate with the guidance department at the high school to create a form to ensure that all students who participate in work-study will complete the appropriate paperwork.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Nancy Lane (Superintendant)


Evidence of Completion of the Corrective Action:Documents containing statements which comply with applicable federal and state laws prohibiting discrimination.

Completed student work-study forms.Description of Internal Monitoring Procedures: Administration will have a yearly record review of required documents and forms in the stated area.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: CR 9 Hiring and employment practices of prospective employers of students




Required Elements of Progress Report(s): Provide a copy of the statement prohibiting discrimination that prospective employers will sign prior to a student beginning work study. Provide training to guidance staff and principals on the form. Submit the agenda and attendance sheet with name, role and signature by October 18, 2012.Progress Report Due Date(s): 10/18/2012


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Criterion & Topic: CR 10 Anti-Hazing Reports


Department CPR Findings: Staff interviews indicated that the district has not collected evidence that each student organization, student team and unaffiliated student groups have had the anti-hazing requirements reviewed with each group.Description of Corrective Action: The Douglas Public Schools will conduct a review of anti-hazing requirements will all student organizations, teams and unaffiliated groups. All staff will be informed of such requirements.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Kevin Maines (HS Principal), Nancy Lane (Superintendant)


Evidence of Completion of the Corrective Action:Completion of Anti-Hazing form by all students involved in a student organization, student team or an unaffiliated student group.Description of Internal Monitoring Procedures: There will be an ongoing review and implementation of the above requirements by administration.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: CR 10 Anti-Hazing Reports




Required Elements of Progress Report(s): Provide a list of all the student groups and organizations that meet in the fall who have been provided with a description of M.G.L. c. 269 s. 17-19 and the school's anti-hazing disciplinary policy and have the leader's signature on file with the principal by October 18, 2012.

Provide a list of all the student groups and organizations that meet in the spring who have been provided with a description of M.G.L. c. 269 s. 17-19 and the school's anti-hazing disciplinary policy and have the leader's signature on file with the principal by February 28, 2013.Progress Report Due Date(s): 10/18/2012


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Criterion & Topic: CR 10A Student handbooks and codes of conduct


Department CPR Findings: A review of district documentation demonstrated that the student handbook does not specifically address the disciplinary measures that the school may impose if it determines that harassment or discrimination has occurred.Description of Corrective Action: The Student Handbook does currently contain disciplinary measures that the school may impose if it determines that harassment or discrimination has occurred on page 12.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart


Evidence of Completion of the Corrective Action:Page 12 of Student HandbookDescription of Internal Monitoring Procedures: Update handbook yearly.

School Committee approval required.CORRECTIVE ACTION PLAN APPROVAL SECTION

Criterion: CR 10A Student handbooks and codes of conduct




Required Elements of Progress Report(s): Provide a copy of the revised code of conduct that has the reference to M.G.L. c. 79, s. 5 contained within the code of conduct by October 18, 2012.Progress Report Due Date(s): 10/18/2012


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Criterion & Topic: CR 10B Bullying Intervention and Prevention


Department CPR Findings: A review of documentation indicated that the district's handbook for staff members does not contain relevant sections of the Bullying Prevention and Intervention Plan relating to the duties of faculty and staff.Description of Corrective Action: Additional sections will be added to all school handbooks including the Bullying Prevention and Intervention Plan relating to the duties of faculty and staff.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director)


Evidence of Completion of the Corrective Action:Additional documents added to all school handbooks.Description of Internal Monitoring Procedures: Changes or additions made to specific pages as needed.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: CR 10B Bullying Intervention and Prevention




Required Elements of Progress Report(s): Provide a copy of the Faculty Handbook pages that include the Bullying Prevention and Intervention Plan with staff responsibilities delineated by October 18, 2012.Progress Report Due Date(s): 10/18/2012


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Criterion & Topic: CR 12A Annual and continuous notification concerning nondiscrimination and coordinators


Department CPR Findings: Documentation and staff interviews indicated that the nondiscrimination statements do not always include all of the protected classes. The protected classes that were sometimes omitted are: national origin and religion.Description of Corrective Action: All staff will be required to sign a statement that the employer complies with applicable federal and state laws prohibiting discrimination that includes all required protected classes: race, color, national origin, sex, disability, religion and sexual orientation.

All documents will contain the protective statement.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Nancy Lane (Superintendant)


Evidence of Completion of the Corrective Action:Documents containing statements which comply with applicable federal and state laws prohibiting discrimination.Description of Internal Monitoring Procedures: Administrative monitoring of protective statements on documents and stated at appropriate times.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: CR 12A Annual and continuous notification concerning nondiscrimination and coordinators



Basis for Partial Approval or Disapproval: The district needs to correct the existing notifications regarding nondiscrimination to include all protected classes. The notice goes beyond staff to students and parents.Department Order of Corrective Action:Review all nondiscrimination statements for the district and add the omitted protected classes for each instance notifications are used, including written materials and materials on line.Required Elements of Progress Report(s): Conduct a review of all nondiscrimination statements to ensure that the protected classes are complete. Provide a sample of written materials that the district uses to publicize its nondiscrimination notice by October 18, 2012.Progress Report Due Date(s): 10/18/2012


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Criterion & Topic: CR 16 Notice to students 16 or over leaving school without a high school diploma, certificate of attainment, or certificate of completion

CPR Rating: Not Implemented

Department CPR Findings: A review of documentation and interviews demonstrated that the district does not send annual written notice to former students who have not yet earned their competency determination and who have not transferred to another school, to inform them of the availability of publicly funded post-high school academic support programs and to encourage them to participate in those programs.Description of Corrective Action: The district will send annual written notice to former students who have not yet earned their competency determination and who have not transferred to another school, to inform them of the availability of publicly funded post-high school academic support programs and to encourage them to participate in those programs.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director), Kevin Maines (Principal)


Evidence of Completion of the Corrective Action:Written form sent to students.Description of Internal Monitoring Procedures: Administration will complete an ongoing review of student status and mailing of this form.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: CR 16 Notice to students 16 or over leaving school without a high school diploma, certificate of attainment, or certificate of completion




Required Elements of Progress Report(s): Please submit a copy of the letter to be sent to former students who have not yet earned their competency determination and who have not transferred to another school. Also provide a list of students who have received written notice of the fifteen consecutive unexcused absences and a list of students who have received the annual written notice sent to former students who have not yet earned their competency determination and have not transferred to another school by October 18, 2012.

Please submit to the Department a summary report of the internal monitoring of records for:1) Notice sent to students 16 or over leaving school without a high school diploma, certificate of attainment or certificate of completion; and 2) Notice sent to former students who have not yet earned their competency determination and who have not transferred to another school. Include the number of records reviewed, the rate of compliance with providing the appropriate written notice and the steps taken to address any identified noncompliance by February 28, 2013.Progress Report Due Date(s): 10/18/2012


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02/28/2013


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Criterion & Topic: CR 17A Use of physical restraint on any student enrolled in a publicly-funded education program


Department CPR Findings: Staff interviews and a review of documentation indicated that the district does not consistently provide the annual use of restraint training for all staff within the first 30 days of school.Description of Corrective Action: Within the first 30 days of the school year, staff will be provided with the annual use of restraint training.Title/Role(s) of responsible Persons:Nealy Koumanelis-Urquhart (Director)


Evidence of Completion of the Corrective Action:Attendance sheets from restraint training session.

Copies of restraint guideline handout.Description of Internal Monitoring Procedures: Administration will review the process as needed throughout the school year.

CORRECTIVE ACTION PLAN APPROVAL SECTIONCriterion: CR 17A Use of physical restraint on any student enrolled in a publicly-funded education program




Required Elements of Progress Report(s): Provide evidence of the annual training for the 2012-2013 school year (the dated agenda and attendance lists including the name, role and signature of participants) provided to all district staff on regulatory requirements regarding the use of physical restraint on any student enrolled in a publicly-funded education program by October 18, 2012.

Please list of all staff in each district school building that have received in-depth training on physical restraints.Pleas also provide the procedures for ensuring that employees hired after the school year begins receive training within a month of their employment. Evidence that this training has occurred during the 2012-2013 school year by February 28, 2013.Progress Report Due Date(s): 10/18/201202/28/2013


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