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I� <br /> i <br /> 1. The agency will maintain case record documentation in sufficient detail to <br /> permit a reviewer to determine the agency's compliance with this policy.. <br /> 2. The agency will ensure that case record documentation,including <br /> computerized records if appropriate,identifies the applicants/recipient's j <br /> ethnic origin and primary language. In those cases where the <br /> applicanttrecipient is non-English speaking,the agency will: <br /> a. Document the individual's acceptance or refusal of forms or other j <br /> written materials offered in the individual's primary language. <br /> b. Document the method used to provide bilingual services, e.g., <br /> assigned worker is bilingual,other bilingual employee acted as <br /> interpreter,volunteer interpreter was used or client provided <br /> interpreter. When a minor is used as interpreter,the agency will <br /> document1he circumstances requiring temporary use of a minor <br /> and will provide this information to DCA upon request. <br /> 3. Consent for the release of information will be obtained from <br /> applicants/recipients when individuals other than agency employees are <br /> used as interpreters and the case record will be so documented. <br /> E. Development and Training <br /> 1. The agency will provide staff training at new employee orientation and <br /> continuing training programs. The training will include,but not be limited <br /> to: <br /> a. Language assistance policies and procedures,resources available to <br /> support such procedures,methods of effective use of interpreters,and <br /> familiarization with the discrimination complaint process. <br /> b. Cultural awareness information,including specific cultural <br /> characteristics of the groups served by the agency to provide a better <br /> understanding of, and sensitivity to,the various cultural groups to <br /> ensure,equal delivery of services. <br /> 2. The agency will provide or ensure training is provided for bilingual staff <br /> and interpreters employed or utilized by the agency. This includes the <br /> ethics of interpreting,including confidentiality;methods of interpreting; <br /> orientation to the organization; specialized terminology used by the <br /> agency;.and cultural competency. <br /> i <br /> - i <br /> 3. The agency will ensure that applicable grantees, contractors, cooperative <br /> agreement recipients and other entities receiving state or federal dollars j <br /> are trained in the requirements of this policy. This training will be a <br /> 7 j <br />