MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION Program Quality Assurance Services COORDINATED PROGRAM REVIEW CORRECTIVE ACTION PLAN

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1 MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION Program Quality Assurance Services COORDINATED PROGRAM REVIEW Charter School or District: Boston Renaissance Charter Public (District) CPR Onsite Year: 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 12/21/2010. Mandatory One-Year Compliance Date: 12/21/2011 Summary of Required Corrective Action Plans in this Report Criterion Criterion Title CPR Rating SE 9 Timeline for determination of eligibility and provision of documentation to parent Partially Implemented SE 10 End of school year evaluations Partially Implemented SE 12 Frequency of re-evaluation Partially Implemented SE 13 Progress Reports and content Partially Implemented SE 14 Review and revision of IEPs Partially Implemented SE 18A IEP development and content Partially Implemented SE 24 Notice to parent regarding proposal or refusal to initiate or change the identification, evaluation, or educational placement of the child or the provision of FAPE Partially Implemented

2 Criterion Criterion Title CPR Rating SE 25 Parental consent Partially Implemented SE 26 Parent participation in meetings Partially Implemented SE 29 Communications are in English and primary language of home Partially Implemented SE 55 Special education facilities and classrooms Partially Implemented

3 COORDINATED PROGRAM REVIEW Criterion & Topic: SE 9 Timeline for determination of eligibility and provision of documentation to parent CPR Rating: Partially Implemented Department CPR Findings: Student record review demonstrated that Boston Renaissance Charter does not consistently determine eligibility or provide the parent with a proposed IEP within forty-five school working days of the receipt of the parent s written consent to evaluate the student. Description of Corrective Action: All meetings will be scheduled within the 45 day timeline associated with the receipt for consent to evaluate. The meeting notes from the meeting will contain the goals focus, placement, service delivery, etc and serve as a proposed IEP. The Evaluation Team Faciliator keeps a master spreadsheet that tracks all evaluation timelines. Anticipated Results: All meetings will be scheduled within the 45 day timeline associated with the receipt for consent to evaluate and parents will receive a proposed IEP at the meeting. Any meetings that do not occur due to a parent no show or reschedule will be appropriately documented in the student file. Title/Role(s) of responsible Persons: Director of Unified Student Services, Evaluation Team Facilitator. Expected Date of Completion: 06/24/2011 Evidence of Completion of the Corrective Action: Master evaluation spreadsheet. Student file reviews. Description of Internal Monitoring Procedures: The Evaluation Team Facilitator will regularly monitor the evaluation master spreadsheet to ensure meetings are scheduled within the 45 day timeline. Criterion: SE 9 Timeline for determination of eligibility and provision of documentation to parent APPROVAL SECTION Corrective Action Plan Status: Partially Approved Status Date: 03/11/2011 Basis for Partial Approval or Disapproval: The charter school doesn't propose conducting a root cause analysis of why its not meeting the 45 day time-line. In addition to providing training to staff, the charter school should examine the causes of its difficulties in meeting the timeline. Department Order of Corrective Action: The district must conduct training for the student service coordinators and IEP Team Chairpersons on the compliance procedures that require districts to hold IEP Team meetings within the 45 school working day timeline. In addition, the charter school should conduct a root cause analysis of its difficulties in meeting the timelines for holding the IEP Team meeting. Required Elements of Progress Report(s): Please submit to the Department the results of its root cause analysis and evidence (for example, the agenda and sign-in sheets) that the student service coordinators and IEP Team Chairpersons are trained on the compliance procedures that require districts to hold IEP Team meetings within the 45 school working day timeline. This progress report is due May 15, Please provide a summary report of the internal monitoring of student records for compliance with the requirements of this criterion. Please ensure that the records are drawn from a sample of IEP 3

4 Team meetings which took place after the training. Include the number of records reviewed and the rate of compliance. If any additional noncompliance is identified please identify the cause of the continued noncompliance and the steps taken to address any identified non-compliance. *Please note when conducting internal 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). This progress report is due September 15, 2011 Progress Report Due Date(s): 05/15/ /15/2011 4

5 COORDINATED PROGRAM REVIEW Criterion & Topic: CPR Rating: SE 10 End of school year evaluations Partially Implemented Department CPR Findings: Student record review and staff interviews indicated that the charter school does not ensure that a Team meeting is scheduled so as to allow for the provision of a proposed IEP or written notice of a finding of no eligibility no later than 14 days after the end of the school year when consent is received between 30 and 45 days before the end of the school year. Description of Corrective Action: An analysis of the annual meeting schedule as well as three-year reevaluation was conducted this school year. The meeting schedule was adjusted and consents for reevaluations were sent out in time to hold all meetings prior to June 1, At the end of last school year, the Child Study Team schedule was revised. Consents for testing for any new referrals will be sent out by March, 2011 to allow for sufficient time to assess, and hold meetings between 30 and 45 days before the end of the school year. Anticipated Results: All meetings; initial evaluations, three-year evaluations, and annual reviews will be scheduled between 30 and 45 days before the end of the school year. Title/Role(s) of responsible Persons: USS Director, Evaluation Team Facilitator, NCLB/SPED Administrative Coordinator. Evidence of Completion of the Corrective Action: IEP meeting calendar. Description of Internal Monitoring Procedures: Student file reviews, analysis of monthly meeting calendar. Criterion: SE 10 End of school year evaluations APPROVAL SECTION Expected Date of Completion: 06/24/2011 Corrective Action Plan Status: Partially Approved Status Date: 03/11/2011 Basis for Partial Approval or Disapproval: Despite adjusting its meeting schedules, the school can not always prevent the situation where a parent would request an evaluation near the end of the school year necessitating that the charter school arrange to have the initial eligibility determination meetings after the last day of school. Department Order of Corrective Action: The district must clarify with staff that if consent is received between 30 and 45 school working days before the end of the school year, school personnel must ensure that the IEP Team meeting is scheduled in sufficient time to ensure that a proposed IEP or determination that the student is ineligible no later than 14 days after the end of the school year. The district must conduct training for student service coordinators and IEP Team Chairpersons, classroom teachers and related service providers on the compliance procedures that require districts to provide for a proposed IEP or written notice of a finding of no eligibility no later than 14 days after the end of the school year when consent is received between 30 and 45 days before the end of the school year. Required Elements of Progress Report(s): 1. Please submit evidence (agenda and sign-in sheets) that the student service coordinators, IEP Team Chairpersons, classroom teachers and related service providers are trained on the compliance 5

6 procedures that require districts to provide for a proposed IEP or written notice of a finding of no eligibility no later than 14 days after the end of the school year when consent is received between 30 and 45 days before the end of the school year. This progress report is due May 15, Please submit a summary report of the internal monitoring of student records for compliance with the requirements of this criterion. Ensure that the review of records examines IEP Team meetings which occurred after district completed the training of its staff. Please include the number of records reviewed and the rate of compliance. If any noncompliance is identified, please indicate the cause of the noncompliance and the actions taken to address any identified non-compliance. *Please note when conducting internal 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). This progress report is due by September 15, Progress Report Due Date(s): 05/15/ /15/2011 6

7 COORDINATED PROGRAM REVIEW Criterion & Topic: CPR Rating: SE 12 Frequency of re-evaluation Partially Implemented Department CPR Findings: Student records and staff interviews indicated that the charter school does not consistently conduct a full re-evaluation consistent with federal law. Specifically, when the charter school offers to conduct re-evaluations it sometimes failed to include all areas of previously identified disability. Description of Corrective Action: The Evaluation Team Facilitator keeps a master spreadsheet that tracks all evaluation timelines including students who have multiple re-evaluation dates. Efforts are always made to realign dates that may not follow the same three year time line. Anticipated Results: All evaluations will be conducted according to federal and state timelines. Title/Role(s) of responsible Persons: USS Director, Evaluation Team Facilitator, NCLB/SPED Administrative Coordinator. Expected Date of Completion: 06/24/2011 Evidence of Completion of the Corrective Action: Evaluations conducted according to state and federal timelines. Description of Internal Monitoring Procedures: The Evaluation Team Facilitator will monitor the master spreadsheet on a monthly basis. Student file reviews will be conducted. Criterion: SE 12 Frequency of re-evaluation APPROVAL SECTION Corrective Action Plan Status: Partially Approved Status Date: 03/11/2011 Basis for Partial Approval or Disapproval: The district's plan lacks specificity regarding the student record monitoring. Department Order of Corrective Action: The charter school indicates that a spreadsheet is used to track all the evaluation timeline and monthly monitoring of the spreadsheet. There's no indication of how often the charter school will conduct its student record review. The charter school should considering reviewing the records of students who will require a re-evaluation prior to sending the request for parental consent. to re-evaluate. The district must conduct training for student service coordinators, IEP Team Chairpersons, classroom teachers and related service providers on the compliance procedures that require districts to propose to conduct a Re-evaluation every three years. The district should clarify the procedures staff must follow to ensure the district proposes an appropriate re-evaluation. Required Elements of Progress Report(s): 1. Please provide evidence (agenda and sign-in sheets) that the student service coordinators, IEP Team Chairpersons, classroom teachers and related service providers are trained on the compliance procedures that require districts to propose to conduct a re-evaluation every three years. Please verify the charter school includes record verification procedures before mailing the request for consent to parents. This progress report is due by May 15, Please provide a summary report of the internal monitoring of student records for compliance with the requirements of this criterion. Please ensure that the records examined are sampled from events which occurred after completing staff training. Please include the number of records reviewed and the 7

8 rate of compliance. If continued noncompliance is identified, indicate the root cause of the noncompliance and the steps taken to address the identified non-compliance. *Please note when conducting internal 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; b) Date of the review; c) Name of person(s) who conducted the review, with their role(s) and signature(s). This progress report is due by September 15, Progress Report Due Date(s): 05/15/ /15/2011 8

9 COORDINATED PROGRAM REVIEW Criterion & Topic: CPR Rating: SE 13 Progress Reports and content Partially Implemented Department CPR Findings: Student records indicated that some progress reports were missing from student files and that progress reports are not consistently provided with the same frequency as general education report cards. Description of Corrective Action: The USS Director sends trimester reminders about progress report due dates along with professional development sessions for staff on completing progress reports as needed. Progress reports are aligned with the report card schedule. Special Education teachers and Related Service Providers are responsible for completing and printing all progress reports, mailing home one copy with the student report card and submitting one copy to the NCLB/SPED Administrative Coordinator. The Coordinator verifies that all progress reports have been submitted in all areas. If anything is missing teachers/related service providers are contacted to provide missing progress notes. A copy of the progress notes are then filed in the students' file. Anticipated Results: All students will have progress notes completed for all goals, in each area as frequently as school report cards are completed. Title/Role(s) of responsible Persons: Director of Unified Student Services, NCLB/SPED Administrative Coordinator. Expected Date of Completion: 06/24/2011 Evidence of Completion of the Corrective Action: Copies of progress reports in student files. Copies of sign in sheets from professional development sessions on progress notes completion. Description of Internal Monitoring Procedures: USS Director and NCLB/SPED Administrative Coordinator monitor process on a trimester basis. ESPED Administrative report is utilized to verify accuracy. Criterion: SE 13 Progress Reports and content APPROVAL SECTION Corrective Action Plan Status: Partially Approved Status Date: 03/11/2011 Basis for Partial Approval or Disapproval: The district's plan does not include training key staff on the requirements for providing parents with reports on the student's progress toward reaching the goals set in the IEP at least as often as parents are informed of the progress of non-disabled students. Department Order of Corrective Action: In addition to the corrective actions proposed by the charter school, the charter school should inform the staff responsible for implementing the goals of a student's IEP that they must provide progress reports of the student's progress in meeting those goals with the same frequency that regular education students receive progress information (i.e. consistent with the report card cycle). The district must conduct training for student service coordinators, IEP Team Chairpersons, classroom teachers and related service providers on the compliance procedures that require districts to provide parents with reports on the student's progress toward reaching the goals set in the IEP at least as often as parents are informed of the progress of non-disabled students. Required Elements of Progress Report(s): 9

10 1. Please submit evidence (agenda and sign-in sheets for example) that the student service coordinators, IEP Team chairpersons, classroom teachers and related service providers are aware of the requirement to provide parents with progress reports toward reaching the goals set in the IEP at least as often as parents are informed of the progress of non-disabled students. This progress report is due by May 15, Please submit a summary report of the internal monitoring of student records for compliance with the requirements of this criterion. Ensure that the record review measures compliance subsequent to the training. Include the number of records reviewed, the rate of compliance and the steps taken to address any identified non-compliance. *Please note when conducting internal 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). This progress report is due September 15, Progress Report Due Date(s): 05/15/ /15/

11 COORDINATED PROGRAM REVIEW Criterion & Topic: CPR Rating: SE 14 Review and revision of IEPs Partially Implemented Department CPR Findings: Student records indicated that the charter school does not consistently hold Team meetings on or before the anniversary date of the IEP to review, revise, or develop a new IEP or refer the student for a re-evaluation, as appropriate. Description of Corrective Action: The Evaluation Team Facilitator and NCLB/SPED Administrative Coordinator meet on a monthly basis to develop the IEP meeting schedule. The master meeting list, and ESPED Administrative report for annual reviews are used to develop the monthly meeting calendar. The ESPED Administrative meeting history report will now be printed and placed in all student files. Anticipated Results: All annual reviews will be scheduled on or before the annual anniversary date. Title/Role(s) of responsible Persons: USS Director, Evaluation Team Facilitator, NCLB/SPED Administrative Coordinator. Expected Date of Completion: 06/24/2011 Evidence of Completion of the Corrective Action: Student files demonstrating annual review meeting dates, ESPED Administrative meeting history report, TEAM meeting notes, and reasons for reschedule if applicable. Description of Internal Monitoring Procedures: Evaluation Team Facilitator, and USS Director monthly review of master meeting list. Criterion: SE 14 Review and revision of IEPs APPROVAL SECTION Corrective Action Plan Status: Approved Status Date: 03/11/2011 Basis for Partial Approval or Disapproval: The school district proposed to have the Evaluation Team Facilitator and NCLB/SPED Administrative Coordinator meet on a monthly basis to develop the IEP meeting schedule. The master meeting list, and ESPED Administrative report for annual reviews will be used to develop the monthly meeting calendar. The ESPED Administrative meeting history report will now be printed and placed in all student files. Department Order of Corrective Action: Required Elements of Progress Report(s): 1. Please provide evidence (sample of the ESPED administrative report, for example) that verifies the Evaluation Team Facilitator and NCLB/SPED Administrative Coordinator are tracking the IEP meeting schedules. This progress report is due May 15, Please submit a summary report of the internal monitoring of student records for compliance with the requirements of this criterion. Ensure that the records examined are of annual reviews which took place after the training. Include the number of records reviewed and the rate of compliance. If continued noncompliance is determined, please identify the root cause of that noncompliance and the steps taken to address the continued noncompliance. *Please note when conducting internal 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). This progress report is due September 15,

12 Progress Report Due Date(s): 05/15/ /15/

13 COORDINATED PROGRAM REVIEW Criterion & Topic: CPR Rating: SE 18A IEP development and content Partially Implemented Department CPR Findings: Student record review indicated that the charter school Team did not consistently address all elements of the most current IEP format provided by the Department of Elementary and Secondary Education. Specifically, the Service Delivery Grids do not reference Behavior Intervention Plans that were included on the Present Levels of Educational Performance page of the IEP. Description of Corrective Action: Behavior Intervention Plans have been included under Additional Information on all IEPs this school year. Social, emotional, and behavior concerns have been addressed through classroom goals, consultation with a school based counselor or through school based counseling. Anticipated Results: Social, emotional, and behavior concerns are addressed in the IEP service delivery and annual goals. When developed the Behavior Intervention Plan is included in the IEP Title/Role(s) of responsible Persons: Director of Unified Student Services, Evaluation Team Facilitator. Evidence of Completion of the Corrective Action: IEPs - service delivery grids and Additional Information sections. Description of Internal Monitoring Procedures: Evaluation Team Facilitator and USS Director review of IEPs. Criterion: SE 18A IEP development and content APPROVAL SECTION Expected Date of Completion: 06/24/2011 Corrective Action Plan Status: Approved Status Date: 03/11/2011 Basis for Partial Approval or Disapproval: The district states that it will include Behavior Intervention Plans under Additional Information on all IEPs this school year. Social, emotional, and behavior concerns will be addressed through classroom goals, consultation with a school based counselor or through school based counseling. Department Order of Corrective Action: Required Elements of Progress Report(s): 1. Please submit evidence (for example, the training agenda and sign-in sheets) that the student service coordinators, IEP Team Chairpersons, classroom teachers and related service providers were trained to address all elements of the most current IEP format provided by the Department of Elementary and Secondary Education. This progress report is due by May 15, Please submit a summary report of the internal monitoring of student records for compliance with the requirements of this criterion. Ensure that the records examined are of IEP Team meetings which occurred after the training. Include the number of records reviewed, the rate of compliance. If continued noncompliance is identified, please indicate the root cause of the noncompliance and the steps taken to address any identified non-compliance. *Please note when conducting internal 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). This progress report is due by September 15,

14 Progress Report Due Date(s): 05/15/ /15/

15 COORDINATED PROGRAM REVIEW Criterion & Topic: SE 24 Notice to parent regarding proposal or refusal to initiate or change the identification, evaluation, or educational placement of the child or the provision of FAPE CPR Rating: Partially Implemented Department CPR Findings: Student records indicated that the charter school did not consistently provide notice to the parent regarding its proposal or refusal to initiate or change the identification, evaluation, or educational placement of the child or the provision of FAPE. Description of Corrective Action: The Evaluation Team Facilitator sends N2s for any relative findings of No Eligibility. Anticipated Results: All findings of No Eligibility will be mailed to parents within three school days of the IEP meeting. A copy of the N2 is placed in the student file. Title/Role(s) of responsible Persons: USS Director, Evaluation Team Facilitator, NCLB/SPED Administrative Coordinator Expected Date of Completion: 06/24/2011 Evidence of Completion of the Corrective Action: Copy of N2 in student files. Description of Internal Monitoring Procedures: The USS Director, Evaluation Team Facilitator, and NCLB/SPED Administrative Coordinator meet monthly to monitor special education compliance. Meeting outcomes will be tracked at the monthly meeting. Student file reviews will also be conducted. Criterion: SE 24 Notice to parent regarding proposal or refusal to initiate or change the identification, evaluation, or educational placement of the child or the provision of FAPE APPROVAL SECTION Corrective Action Plan Status: Partially Approved Status Date: 03/11/2011 Basis for Partial Approval or Disapproval: The district needs to be more comprehensive with its corrective action activities under this criterion. The Department's concern is not limited to determinations of no eligibility for services. Department Order of Corrective Action: The district's record review should also ensure the appropriate notices accompany proposed evaluations, IEPs and placements. In addition, please indicate the frequency of the district's student record review. Required Elements of Progress Report(s): 1. Please submit evidence (agenda and sign-in sheets) that the student service coordinators, IEP Team chairpersons were trained on the compliance procedures that require districts to provide notice to all parents when the district either proposes or refuses to initiate or change the identification, evaluation, or placement of a child or the provision of FAPE. In addition, please clarify the frequency of the charter school's internal student record review. This progress report is due by May 15, Please submit a summary report of the internal monitoring of student records for compliance with the requirements of this criterion. Ensure that the record review examines records which took place subsequent to the training. Include the number of records reviewed and the rate of compliance. If continued noncompliance is identified, please identify the root cause of the continued noncompliance 15

16 and the steps taken to address any identified non-compliance. *Please note when conducting internal 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). This progress report is due September 15, Progress Report Due Date(s): 05/15/ /15/

17 COORDINATED PROGRAM REVIEW Criterion & Topic: CPR Rating: SE 25 Parental consent Partially Implemented Department CPR Findings: Student records and staff interviews indicated that when the participation or consent of the parent is required and the parent fails or refuses to participate, the charter school failed to consistently document multiple attempts to secure the consent of the parent by using a variety of methods. Description of Corrective Action: During one monthly meeting this fall with the USS Director, Evaluation Team Facilitator, and NCLB/SPED Administrative Coordinator a Parental Contact log was developed to be placed in all student files as a central location. The log was introduced to the SPED Department at the October monthly department meeting. The expectation is that all parent communication will be documented in the log. Anticipated Results: All parental contact will be documented in the Parental Contact log in the student IEP file. Title/Role(s) of responsible Persons: USS Director, Evaluation Team Facilitator, NCLB/SPED Administrative Coordinator Expected Date of Completion: 06/24/2011 Evidence of Completion of the Corrective Action: Student files - Parental Contact log. Description of Internal Monitoring Procedures: The USS Director, Evaluation Team Facilitator, and NCLB/SPED Administrative Coordinator will ensure all student files have updated Parental Contact log through student file reviews. Criterion: SE 25 Parental consent APPROVAL SECTION Corrective Action Plan Status: Partially Approved Status Date: 03/11/2011 Basis for Partial Approval or Disapproval: The district developed a procedure to ensure that when the participation or consent of the parent is required and the parent fails or refuses to participate, the charter school will document its efforts to secure the consent of the parent by using a variety of methods. However, the district did not propose training the appropriate staff on the newly established procedure. Department Order of Corrective Action: The district must conduct training for the IEP Chairpersons on the district's procedure to ensure that when the participation or consent of the parent is required and the parent fails or refuses to participate, the charter school will document its multiple attempts to secure the consent of the parent. Required Elements of Progress Report(s): 1. Please submit evidence (agenda and sign-in sheets) that the appropriate school personnel receive training on the district's procedures for documenting multiple attempts to secure parental consent. This progress report is due May 15, Please submit a summary report of the internal monitoring of student records for compliance with the requirements of this criterion. Please ensure that the charter school examines record activity that occurred after the school personnel training. Please include the number of records reviewed and the rate of compliance. If continued noncompliance was identified, please indicate the root cause of the noncompliance and any steps taken to address the identified non-compliance. *Please note when conducting internal monitoring the district must maintain the following documentation and make it 17

18 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). This progress report is due by September 15, Progress Report Due Date(s): 05/15/ /15/

19 COORDINATED PROGRAM REVIEW Criterion & Topic: CPR Rating: SE 26 Parent participation in meetings Partially Implemented Department CPR Findings: Student record reviews indicated that in cases where the charter school, after reasonable efforts, is unable to obtain the parents' participation in Team meeting discussions and decisions, the charter school does not always conduct the Team meeting after documenting its attempts to facilitate the parent's participation. Description of Corrective Action: Parents are given three opportunities to participate in a TEAM meeting. Multiple measures are used to engage parents; mailed meeting invitations, phone calls from the Evaluation Team Facilitator and meeting reminders. Parents are offered the opportunity to phone conference in for meetings if needed. On the third attempt the meeting is held with or without the parent. All efforts to include parent participation is documented and included in the student file. Anticipated Results: The school will continue to engage parents in the special education process and will hold meetings on the third attempt. Title/Role(s) of responsible Persons: USS Director, Evaluation Team Facilitator, NCLB/SPED Administrative Coordinator Expected Date of Completion: 06/24/2011 Evidence of Completion of the Corrective Action: ESPED Administrative meeting history report will be included in all student files. Description of Internal Monitoring Procedures: The Evaluation Team Facilitator and NCLB/SPED Administrative Coordinator will monitor meeting reschedules during their regular monthly meeting to develop the meeting calendar. Criterion: SE 26 Parent participation in meetings APPROVAL SECTION Corrective Action Plan Status: Partially Approved Status Date: 03/11/2011 Basis for Partial Approval or Disapproval: The district proposes to give parents or guardians three opportunities to participate at the actual IEP Team meeting. Multiple measures will be used to engage parents; mailed meeting invitations, telephone calls from the Evaluation Team Facilitator and meeting reminders. Parents will be offered the opportunity to phone conference for meetings. On the third attempt the meeting will be held. All efforts to include parent participation will be documented and included in the student file. The district dos not however, propose training for appropriate staff on the requirements of this criterion and on the district's proposal to address the previous non-compliance in this area. Department Order of Corrective Action: The district must conduct training for school personnel responsible for securing parent participation at the IEP Team meeting and documenting the district's multiple efforts in the communication log developed by the charter school. Required Elements of Progress Report(s): 1. Please submit evidence (for example, the agenda and sign-in sheets) that the school personnel responsible for scheduling the IEP Team meetings receive training concering the charter school's procedures for securing parents participation in the IEP Team meeting and documenting the multiple attempts using a variety of methods to secure participation. The progress report is due by May 15,

20 2. Please submit a summary report of the internal monitoring of student records for compliance with the requirements of this criterion. Please ensure that the records examine activities which took place subsequent to charter school's training activities. Please include the number of records reviewed and the rate of compliance. If any continued noncompliance is identified, please indicate the root cause of the continued noncompliance and steps taken to address the identified concerns. *Please note when conducting internal 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). This progress report is due September 15, Progress Report Due Date(s): 05/15/ /15/

21 COORDINATED PROGRAM REVIEW Criterion & Topic: CPR Rating: SE 29 Communications are in English and primary language of home Partially Implemented Department CPR Findings: Student records and staff interviews indicated that the charter school does not consistently provide oral or written communication to parents in both English and the primary language of the home. Description of Corrective Action: Spanish translation is already being provided orally and written. BRCPS has entered into an agreement with Catholic Charities for oral interpretation and written translation for Haitian Creole, Cape Verdean Creole, and Vietnamese. Chinese language interpretation and translation will be provided by the school's Chinese teachers and Catholic Charities only as needed. The school will coordinate efforts to fund translation with external grants and/or internal resources. The funding will provide financial resources to successfully integrate a translation system across the school. Consolidated funding resources and administration efforts will be made in ensuring translation needs are being met for all BRCPS families. Anticipated Results: IEP meetings will have an oral translator if required. All IEP related information (IEPs, progress reports, assessments) will be translated in the primary language. Title/Role(s) of responsible Persons: USS Director, Evaluation Team Facilitator, Chief Financial Officer, Director of Development. Expected Date of Completion: 02/09/2012 Evidence of Completion of the Corrective Action: All IEP related information (IEPs, progress reports, assessments) will be translated in the primary language. Description of Internal Monitoring Procedures: Student record reviews will be conducted to ensure written translation is occurring in primary languages. IEP meeting sign in sheet will include the signature of the oral translator when provided. Criterion: SE 29 Communications are in English and primary language of home APPROVAL SECTION Corrective Action Plan Status: Partially Approved Status Date: 03/14/2011 Basis for Partial Approval or Disapproval: The district contracted Catholic Charities for oral interpretation and written translation for Haitian Creole, Cape Verdean Creole and Vietnamese. The district proposes to use teachers to supplement Catholic Charities for interpretation and translation services in Chinese. Department Order of Corrective Action: The charter school must ensure that in addition to the major non-english languages of the district, the school must also ensure that any low incidence languages of parents of children with disabilities have access to translations at IEP Team meetings and that all notices and documents are translated as well. Please verify to the Department the process by which the district will meet the needs of any identified low incidence populations (for example, contracting with other parties, identifying trained school personnel, etc.). Required Elements of Progress Report(s): 1. Please identify the district's procedures for addressing low incidence language needs. This progress report is due May 15,

22 2. Please submit a summary report of the internal monitoring of student records for compliance with the requirements of this criterion. Please ensure that the records examined are sampled from activities that occurred post implementation of the charter school's contract for services. Please include the number of records reviewed and the rate of compliance. Please indicate the root cause of any continued noncompliance and steps taken to address any identified non-compliance. *Please note when conducting internal 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). This progress report is due September 15, Progress Report Due Date(s): 05/15/ /15/

23 COORDINATED PROGRAM REVIEW Criterion & Topic: CPR Rating: SE 55 Special education facilities and classrooms Partially Implemented Department CPR Findings: A facilities observation demonstrated the use of signs and other means to identify special education instructional spaces. Specifically, signs indicated the location of related services for Speech/Language and Occupational Therapy. Description of Corrective Action: The school moved to a different facility during the summer of Signage was not placed in the school to identify special education or related service rooms. Anticipated Results: No signage will be visible in the school that identifies special education or related services spaces. Title/Role(s) of responsible Persons: Director of Unified Student Services, Director of Safety & Security & Grounds. Expected Date of Completion: 09/13/2010 Evidence of Completion of the Corrective Action: No signage will be visible in the school that identifies special education or related services spaces. Description of Internal Monitoring Procedures: The Director of Safety & Security & Grounds will ensure that no new signage is placed in the school that identifies special education or related service spaces. Criterion: SE 55 Special education facilities and classrooms APPROVAL SECTION Corrective Action Plan Status: Approved Status Date: 03/14/2011 Basis for Partial Approval or Disapproval: The District has moved to a new location and did not place signs that could possibly lead to the stigmatization of disabled students. Liaison Nathan Lemmon visited the new school site during the Department's technical assistance for the development of the Corrective Action Plan and took a tour of the facility with a school official. The liaison verified the implementation of the charter school's corrective action. Department Order of Corrective Action: Required Elements of Progress Report(s): 1. Please report the steps completed to achieve corrective action by the charter school. Progress Report Due Date(s): 05/15/

24 MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION COORDINATED PROGRAM REVIEW Charter School or District: Boston Renaissance Charter Public School Corrective Action Plan Forms Program Area: Civil Rights Prepared by: Alexandra Buckmire CAP Form will expand to as many lines as necessary. Before completing and ing to please see separate Instructions for Completing Corrective Action Plans. 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 to the school or district. Mandatory One-Year Compliance Date: 12/21/2011 COORDINATED PROGRAM REVIEW (To be completed by school district/charter school) Criterion & Topic: CR 7 Rating: Partially Implemented Department CPR Finding: Documentation and interviews indicated that not all school or program recruitment and promotional materials being disseminated to residents in the area served by the school are translated into the major languages spoken by residents with limited English skills as required. Narrative Description of Corrective Action: Spanish translation is currently being provided orally and written. BRCPS has entered into an agreement with Catholic Charities for oral interpretation and written translation for Haitian Creole, Cape Verdean Creole, and Vietnamese. Chinese language interpretation and translation will be provided by the school's Chinese teachers and Catholic Charities only as needed. The school will coordinate efforts to fund translation with external grants and/or internal resources. The funding will provide financial resources to successfully integrate a translation system across the school. Consolidated funding resources and administration efforts will be made in ensuring translation needs are being met for all BRCPS constituents. Title/Role of Person(s) Responsible for Implementation: USS Director, Human Resource Director, Registrar, Chief Financial Officer, Director of Development. Expected Date of Completion for Each Corrective Action Activity: February 9, 2012 Evidence of Completion of the Corrective Action: All school or program recruitment and promotional materials will be translated in the major languages spoken by residents. Description of Internal Monitoring Procedures: The Human Resource Director, USS Director and Registrar will annually update program recruitment and promotional materials to ensure translation are conducted in the primary languages. 24

25 APPROVAL SECTION (To be completed by the Department of Elementary and Secondary Education) Criterion: CR 7 Status of Corrective Action: Approved Partially Approved Disapproved Basis for Partial Approval or Disapproval: The charter school indicates that the expected date of corrective action is February 9, The charter school must ensure translations into the major languages spoken in the school occur immediately and identified noncompliance must be remedied within one year of the finding of noncompliance. Department Order of Corrective Action: The charter school must structure its corrective action activities to ensure remedy is achieved within one year of the identified non-compliance. The charter school should identify the essential recruitment documents that require immediate translation such as applications and school brochures. Required Elements of Progress Report(s): Please provide samples of recruitment materials, brochures, etc. translated into the major languages of the charter school (Spanish, Haitian Creole, Cape Verdean Creole, Vietnamese and Chinese). Progress Report Due Date(s): May 15, 2011 COORDINATED PROGRAM REVIEW (To be completed by school district/charter school) Criterion & Topic: CR 7A Rating: Partially Implemented Department CPR Finding: Documentation and interviews demonstrated that Boston Renaissance Charter Public School s school year calendar consisted of 179 days for students, which is six less than the required 185 school days. Narrative Description of Corrective Action: The Boston Renaissance Charter Public school year schedule did not include at least 185 school days for students in grades days were scheduled. The district will ensure that 185 days are scheduled for SY 10/11. Development of the SY 10/11 calendar was conducted in June The School Leadership team will assume responsibility for the development of the school calendar each year. The Leadership team will submit the school year schedule each year to the Superintendent who will ensure on-going compliance with the schedule. Title/Role of Person(s) Responsible for Implementation: School Leadership Team Expected Date of Completion for Each Corrective Action Activity: June 2010 Evidence of Completion of the Corrective Action: SY calendar has 185 school days as required. Description of Internal Monitoring Procedures: The school leadership team will annually develop the school calendar APPROVAL SECTION (To be completed by the Department of Elementary and Secondary Education) Criterion: CR 7A Status of Corrective Action: Approved Partially Approved Disapproved 25

26 Basis for Partial Approval or Disapproval: Department Order of Corrective Action: Required Elements of Progress Report(s): Please submit a copy of the school calendar for the and the school year by May 15, Please provide the superintendent s assurance that the calendars developed by the school leadership team were reviewed and approved for implementation. Progress Report Due Date(s): May 15,

27 MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION COORDINATED PROGRAM REVIEW Charter School or District: Boston Renaissance Charter Public School Corrective Action Plan Forms Program Area: English Learner Education Prepared by: Farah Assiraj CAP Form will expand to as many lines as necessary. Before completing and ing to please see separate Instructions for Completing Corrective Action Plans. 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 to the school or district. COORDINATED PROGRAM REVIEW (To be completed by school district/charter school) Criterion & Topic: ELE 5 Program Placement and Rating: Partially Implemented Structure Department CPR Finding: Content instruction is based on the appropriate Massachusetts Curriculum Framework, however not all LEP students receive sheltered content instruction as only eight teachers have completed all of the required categories of SEI professional development focused on the skills and knowledge necessary for sheltering instruction, as described in the Commissioner s Memorandum of June The district has a plan to complete Category training for all remaining teachers. See ELE 14. Narrative Description of Corrective Action: Placement meetings are held at the end of the school year for next year s grade level placement. During the placement meetings, only fully SEI trained teachers are eligible for LEP placement. All LEP students will be placed in classrooms with teachers who have completed all four SEI category trainings. Procedure for classroom placement has been effectively changed to be implemented for school year. Title/Role of Person(s) Responsible for Implementation: ELE Coordinator, Director of Unified Student Services, Reading Specialists; Principals Expected Date of Completion for Each Corrective Action Activity: September 30,

28 Evidence of Completion of the Corrective Action: Classroom roster with SEI teacher qualifications. Copies of the sign-in sheets for the category trainings. Description of Internal Monitoring Procedures: All four category SEI trainings will be held in school year. The number of teachers trained in all four categories for placement of ELL students. APPROVAL SECTION (To be completed by the Department of Elementary and Secondary Education) Criterion: ELE 5 Program Placement Status of Corrective Action: and Structure Approved Partially Approved Disapproved Basis for Partial Approval or Disapproval: Department Order of Corrective Action: Required Elements of Progress Report(s): Please provide the following by March 16, ) Spread sheet that shows a list of teacher and the number of SEI category trainings they have completed to date. Include sign in sheets and trainer s agenda. 2) Sample schedules of ELLs per grade that shows student placement with SEI trained teachers. 3) Copy of new procedures for classroom placement. 4) See also ELE 11 (Equal Access to Academic Programs and Services). Progress Report Due Date(s): March 16, 2012 COORDINATED PROGRAM REVIEW (To be completed by school district/charter school) Criterion & Topic: ELE 10 Parental Notification Rating: Partially Implemented Department CPR Finding: Interviews, documentation and student records indicated that the charter school provides Spanish translations of the annual notice, report cards, progress reports and other materials; however, there was no evidence in the files, nor a process in place, to provide written or oral translation for parents whose home/primary language was a language other than Spanish or English. Narrative Description of Corrective Action: BRCPS has entered into an agreement with Catholic Charities for oral interpretation and written translation for Haitian Creole, Cape Verdean Creole, and Vietnamese. Chinese language interpretation and translation will be provided by the school s Chinese teachers and Catholic Charities only as needed. The school will coordinate efforts to fund translation with external grants or internal resources. The funding will provide financial resources to successfully integrate a translation system in all departments and across schools. Consolidated funding resources and administration efforts will be made to ensure translation needs are being met for all BRCPS families. 28

29 Title/Role of Person(s) Responsible for Implementation: USS Director; Chief Financial Officer; Director of Development; Principals Expected Date of Completion for Each Corrective Action Activity: February 9, 2012 Evidence of Completion of the Corrective Action: Copies of annual notices; report cards and progress reports in Haitian Creole, Cape Verdean Creole, Chinese and Vietnamese will be submitted. A translation request tracking system for all students families enrolled and updated annually. Internal and external translator tracking for funding resources with stipends and purchase orders. Documentation of oral and/or written interpretation for families listed on the request. Copies of other translated documents in all the major languages will be submitted. Description of Internal Monitoring Procedures: The tracking list for translation requests and services rendered will be updated as needed. Quarterly meetings will be held on the budget capacity for translation within that period. APPROVAL SECTION (To be completed by the Department of Elementary and Secondary Education) Criterion: ELE 10 Parental Status of Corrective Action: Notification Approved Partially Approved Disapproved Basis for Partial Approval or Disapproval: Department Order of Corrective Action: Required Elements of Progress Report(s): Please conduct a student record review for students identified as limited English proficient (LEP) to ensure annual notices, report cards and progress reports were translated as required. Progress Report Due Date(s): March 16, 2012 COORDINATED PROGRAM REVIEW (To be completed by school district/charter school) Criterion & Topic: ELE 11 Equal Access to Rating: Partially Implemented Academic Programs and Services Department CPR Finding: Documentation indicates that only 8 out of 21 general education teachers, who are providing SEI, have completed all four category training levels and are considered qualified. Please see ELE 14. Narrative Description of Corrective Action: ELE Coordinator, Director of Unified Student Services, and School Principals will meet annually to get an update on teacher trainings and keep abreast of students ELL student identification. Student placement will be an inclusive process with the principals and directors. Ongoing training of SEI in all four categories will be held annually to meet 100% participation of all teachers. 29

30 Title/Role of Person(s) Responsible for Implementation: ELE Coordinator, USS Director, Principals Expected Date of Completion for Each Corrective Action Activity: September, 2011 Evidence of Completion of the Corrective Action: Classroom roster with SEI teacher qualifications. Description of Internal Monitoring Procedures: All four category SEI trainings will be held in school year. The number of teachers trained in all four categories for placement of ELL students. Copies of the sign-in sheets for the category trainings. APPROVAL SECTION (To be completed by the Department of Elementary and Secondary Education) Criterion: ELE 11 Equal Access to Status of Corrective Action: Academic Programs and Services Approved Partially Approved Disapproved Basis for Partial Approval or Disapproval: Department Order of Corrective Action: Required Elements of Progress Report(s): Please submit the following lists: teacher names that have had category training(s) during the school year, schedules of all English Learners with the names of each student s teachers. Evidence of training including: date, training agendas, signed attendance sheets, presenters. Progress Report Due Date(s): March 16, 2012 COORDINATED PROGRAM REVIEW (To be completed by school district/charter school) Criterion & Topic: ELE 14 Licensure Requirements Rating: Partially Implemented Department CPR Finding: Documentation indicates that the district has 59 LEP students assigned to 21 elementary teachers, and that it has completed a great deal of category training to date. However, of the 21 teachers, only eight are considered qualified (completed all four trainings per Attachment 1 of the June 2004 Commissioner s memorandum, at 20 have completed category 1, 19 have completed categories 2 and 3, and eight have completed category 4. The district reportedly plans to offer category 4 training during the school year during which the review was completed. Per district documentation, ESL teachers and content teachers are appropriately licensed. Narrative Description of Corrective Action: BRCPS will provide SEI trainings annually for all staff without any SEI training to participate. BRCPS has set a goal to train all teaching staff for SEI teacher qualifications and LEP student placement. Title/Role of Person(s) Responsible for Implementation: ELE Coordinator, Director of Unified Student Services, Principals Evidence of Completion of the Corrective Action: SEI professional development plan. Classroom roster with SEI teacher qualifications. Expected Date of Completion for Each Corrective Action Activity: September 30,

31 Description of Internal Monitoring Procedures: All four category SEI trainings will be held in school year. The number of teachers trained in all four categories for placement of ELL students. Copies of the sign-in sheets for the category trainings. APPROVAL SECTION (To be completed by the Department of Elementary and Secondary Education) Criterion: Licensure Requirements Status of Corrective Action: *Note to OLAAA. Below are some suggestions only. Approved Partially Approved Disapproved Basis for Partial Approval or Disapproval: The district proposes to provide SEI trainings annually for all staff lacking SEI training(s). The BRCPS goal is to ensure that all teachers with English Learners are trained in all SEI category trainings prior to serving students who are Learning English. (ELLs) Department Order of Corrective Action: Create a policy and procedure to ensure that all SEI content area teachers whom have not had all four category trainings are identified and scheduled for training each school year. Required Elements of Progress Report(s): Please submit the following by March 16, ) Submit the policy and procedure to the Department. 2) See also ELE 5 (Program placements and Structure) and ELE 11 (Equal Access to Academic Programs and Services) above for additional comments. Progress Report Due Date(s): March 16, 2012 COORDINATED PROGRAM REVIEW (To be completed by school district/charter school) Criterion & Topic: ELE 18 Records of LEP Students Rating: Partially Implemented Department CPR Finding: Please see the Department s comment under ELE 10. Narrative Description of Corrective Action: BRCPS has entered into an agreement with Catholic Charities for oral interpretation and written translation for Haitian Creole, Cape Verdean Creole, and Vietnamese. Chinese language interpretation and translation will be provided by the school s Chinese teachers and Catholic Charities. The school will coordinate efforts to fund translation with external grants or internal resources. The funding will provide financial resources to successfully integrate a translation system in all departments and across schools. Consolidated funding resources and administration efforts will be made to ensure translation needs are being met for all BRCPS families. Title/Role of Person(s) Responsible for Implementation: USS Director; Chief Financial Officer; Director of Development; Principals Expected Date of Completion for Each Corrective Action Activity: February 9,

32 Evidence of Completion of the Corrective Action: Translated annual notices; report cards and progress reports in all other languages of the school which are Haitian Creole, Cape Verdean Creole, Chinese and Vietnamese. A translation request tracking system for all students families enrolled and updated annually. Internal and external translators tracking for funding resources with as stipends and purchase orders. Documentation of oral and/or written interpretation for families listed on the request. Copies of translated documents in all the major languages. Description of Internal Monitoring Procedures: The tracking list for translation requests and services rendered will be updated as needed. Quarterly meetings will be held on the budget capacity for translation within that period. APPROVAL SECTION (To be completed by the Department of Elementary and Secondary Education) Criterion: ELE 18 Status of Corrective Action: Records of LEP Students Approved Partially Approved Disapproved Basis for Partial Approval or Disapproval: Department Order of Corrective Action: Required Elements of Progress Report(s): Please conduct a student record review of the LEP student records to ensure that annual notices, report cards and progress reports were issued in the primary language of the parent. Please indicate the number of records reviewed, the primary language of the parent, the number of records found in compliance. If continued noncompliance is identified, please state the corrective action steps taken to remedy the identified noncompliance. The school must maintain a record of the records reviewed, the date of the review, the name of the reviewer and the title of the reviewer should the Department determine that onsite verification is necessary. Progress Report Due Date(s): March 16,