MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION MID-CYCLE REPORT Worcester Public Schools Dates of the Mid-cycle Review Onsite: April 8-10, 2012 Date of this Report: June 22, 2012 PLEASE NOTE THAT THIS REPORT IS IN TWO SECTIONS. Required Special Education Criteria Monitored in this Mid-cycle Review Current special education criteria available by scrolling down to the special education instrument at Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion If Partially Implemented or Not Implemented: Required Corrective Action and Timelines for Implementation (b) Progress Report Due Date(s) and Required Elements SE 7 Transfer of parental rights and student participation and consent at age of majority Student Record Review Documents Staff Interviews The district has appropriate procedures for the transfer of parental rights at the student’s age of majority. One year prior to the student reaching age 18, the district informs the student and the parent/guardian of the rights that will transfer from the parent/guardian to the student upon the student’s 18th birthday.
Additional Special Education Criteria Monitored in this Mid-cycle Review Current special education criteria available by scrolling down to the special education instrument at Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion If Partially Implemented or Not Implemented: Required Corrective Action and Timelines for Implementation (b) Progress Report Due Date(s) and Required Elements SE 2 Required and Optional Assessments PI Student Record Review Staff Interviews The student record review indicated that there were several IEP plans that did not document the completion of Educational Assessments Part A and B and subsequently could not use the information as part of IEP development as required. For those students whose records were identified by the Department as not containing documentation of Education Assessments Part A and B on the Student Record Issues Worksheet, the district must complete the missing evaluations and conduct an IEP Team meeting to review the assessments and determine if the district’s proposal for services will change. Conduct an analysis of a sample of student records from all levels where a re-evaluation was conducted between January 2012 to April 2012 to determine why the district is not completing the required Educational Assessments Part A and B. For the students identified by the Department, please provide copies of the completed Educational Assessments A and B, along with the IEP Team Meeting notice and N1 notice that would accompany all new proposals for service. Submit a narrative description of the results of the analysis conducted, the district’s corrective actions and the associated
Based on the results of the analysis, provide the district’s determination of the root cause(s) of the noncompliance, the steps the district proposes to take to correct the root causes and a timeline for the implementation of those corrections. The district must conduct an internal review of student records after all other corrective actions have been implemented. The record review should examine records across all school levels for re-evaluations that occurred subsequent to the district’s implementation of its corrective actions to ensure that each record contains completed Educational Status A and Educational Status B assessments. * Please note when conducting internal monitoring that the district must maintain the following documentation and make it available to the Department upon request: a) timelines by October 31, 2012. Submit the results of the review of student records. Indicate the number of student records reviewed, the number of student records in compliance, for all records not in compliance with this criterion, determine the root cause(s) of the noncompliance and provide the district’s plan to remedy the non-compliance. This progress report is due January 31, 2013.
List of the student names and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who conducted the review, their role(s), and signature(s). SE 4 Reports of Assessment Results PI Student Record Review Staff Interviews Student record review and interviews revealed that summaries of assessments did not consistently contain recommendations for meeting the student’s needs. Conduct an analysis of a cross section of initial evaluations and re-evaluations conducted between January 2012 and April 2012, to determine why assessment summaries do not consistently define in detail and in educationally relevant and common terms, the student’s needs, offering explicit means of meeting those needs. Based on the results of the analysis, provide the district’s determination of the root cause(s) of the noncompliance, the steps the district proposes to take to correct the root causes and a timeline for the implementation of those corrections. The district must conduct an internal review of student records after all other corrective Please submit a narrative description of the results of the analysis conducted, the district’s corrective actions and the associated timelines by October 31, 2012. Submit a report of the results of the internal record review. Include the number of student records reviewed; the number of records in compliance; for records not in compliance, determine the root
Staff Interviews IEP annual review meetings on or before the anniversary date of the IEP and when appropriate, developing amendments to an IEP. SE 18A IEP Development and Content PI Student Record Review Staff Interviews Please see SE 2. Please See SE 2. Please See SE 2. SE 18B Determination of Placement; Provision of IEP to Parents PI Student Record Review Staff Interviews Student records indicated that at all levels: elementary, middle and high school, the district does not consistently and immediately provide the parent with two (2) copies of the proposed IEP and proposed placement along with the required Develop appropriate procedures to ensure that following the development of the IEP, the school district provides the parent with two copies of the proposed IEP and proposed placement, along with the required notice in the time frame required under the Department’s guidance. The guidance can be found on the Department’s website at: Please provide training to all IEP Provide a copy of the revised procedures. Provide evidence of the training for IEP Chairpersons. Include the names of the trainer, the names, roles and signatures of the participants, the agenda and copies of materials used.
notice following the development of the IEP. Chairpersons on the requirement to implement the appropriate procedures for providing the parent with two copies of the proposed IEP and placement, along with the required notice. Develop an internal oversight and tracking system with periodic review by designated person(s) to ensure that the parent is provided with two copies of the proposed IEP and proposed placement along with the required notice immediately following the development of the IEP. Select a sample of student records from a cross-section of schools and grade levels to review for evidence of the provision of two copies of the proposed IEP and proposed placement, along with the required notice immediately following the IEP Team meeting. The sample should be taken from those IEP Team meetings that occurred after all corrective actions have been implemented. These progress reports are due by October 31, 2012. Please provide a 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 by January 31, 2013. Submit the results of the review of student records. Indicate the number of student records reviewed, the number of student records in compliance, for all records not in compliance with this criterion, determine the root
*Please note when conducting internal monitoring the charter school 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). cause(s) of the noncompliance and provide the district’s plan to remedy the non-compliance. This progress report is due January 31, 2013. SE 20 Least Restrictive Program Selected Student Record Review Staff Interviews The student record review indicated that if consideration of a more restrictive placement is recommended, IEP Teams state why the removal is considered critical to the student’s program. SE 22 IEP Implementation and Student Record The student record review and staff
Availability Review Staff Interviews interviews indicated that the district tracks the removal of students from special education classes who are referred to the Safety Center for disciplinary purposes and counts these removals as a suspension. See also SE 46. SE 29 Communications are in English and the Primary Language of the Home PI A review of student records indicated that when the primary language of the parent is other than English, the district does not always provide written communication in both English and their primary language. Please obtain translations and submit evidence that the district translated the most recent IEP notice and IEP for the families of the students identified in the Student Record Issues Worksheet. Please provide the IEP Team chairpersons with training on the procedures to secure translations. Please track in the district’s data management system whether parents require written communications in a language Please provide copies of the translated notice of the district’s proposal and the IEP for those families identified by the Department. Please provide evidence of the staff training including the agenda and signed attendance sheet with the name and role of staff.
other than English. It should be noted that one method of collecting this information is through the administration of the district’s Home Language Survey. Please be sure to identify the personnel responsible for the data tracking and translation protocols. The district must conduct a student record review. Please select a sample of student records across school levels with IEP activities conducted subsequent to the district’s implementation of all corrective actions to verify that families who require translations received translated IEP notices and documents. Please identify the personnel responsible for the data tracking and obtaining translations. This progress report is due October 31, 2012. Submit the results of the review of student records. Indicate the number of student records reviewed, the number of student records in compliance, for all records not in compliance with this criterion, determine the root cause(s) of the noncompliance and provide the district’s plan to remedy the non-compliance.
Extracurricular and Ancillary Programs Staff Interviews students receiving special education that are also limited English proficient have an equal opportunity to receive English as a Second Language ( ESL) services or have access to a program that is consistent with the requirements of Chapter 71A that is available to students. SE 55 Facilities PI On-site Observation Onsite observations indicated that the district has made substantial progress towards full compliance under this criterion since the last Coordinated Program Review. The special education classrooms at South High School, Worcester East The district must develop a plan that demonstrates an acceptable solution to this on-going issue. The school must find space at the school for the related services of Occupational Therapy and Physical Therapy. The Department will conduct an onsite verification visit after the review of the district’s corrective action. Please submit a description of the district’s action(s) to achieve compliance at the City View Elementary School. This progress report is due by October 31, 2012.
MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION MID-CYCLE REVIEW School District: Worcester Public Schools M I D – CY C L E P R O G R E S S R E P O R T Date Prepared: ____________________________________ Prepared by: __________________________________________________________________ (name and title) Criterion: _______________________ Topic: ________________________________________________________________________ For each criterion for which you prepare a progress report, please make a copy of this cover page, fill in the information requested above, and attach a complete description of the corrective action taken and any accompanying documentation. (Description of corrective action for each criterion and any accompanying documentation should include all of the “Progress Report Required Elements” for that criterion in the Mid-cycle Report.) Send the whole set of completed progress reports to: Darlene Lynch, Director Program Quality Assurance Services Massachusetts Department of Elementary and Secondary Education 75 Pleasant Street Malden, MA 02148-4906 Mid-cycle Report & Cover Letter with Mid-cycle PR Form 2011