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7 <br /> with the NC Department of Community Assistance (DCA)upon <br /> request. <br /> 5. The agency will not require the applicant/recipient to pay for <br /> bilingual/interpretive services. <br /> C. Provision of Written Translations <br /> 1. The agency must provide written materials in languages other than English <br /> where a substantial number or percentage of the population eligible to be <br /> served or likely to be directly affected by the program needs services or <br /> information in a language other than English to communicate effectively. <br /> 2. Translation of Vital Documents <br /> a. The agency will ensure that vital documents for locally designed <br /> programs are translated into Spanish. <br /> b. When DCA forms and other written material contain spaces in <br /> which the local entity is to insert information, this inserted <br /> information will also be in the individual's primary language. <br /> When such forms are completed by applicants/recipients in their <br /> primary language, the information must be accepted. <br /> C. If, as a result of the local language assessment, it appears there are <br /> a substantial number of potential applicants or recipients of the <br /> agency (defined as 5% or 1,000 people whichever is less)who are <br /> LEP and speak a language other than Spanish, the agency will <br /> translate and provide vital documents in the appropriate language. <br /> d. The agency will keep a record of all vital documents translated, <br /> and will submit this information to DCA at their request. <br /> 3. If the primary language of an LEP applicant or recipient is a language <br /> other than Spanish AND the language does not meet the threshold for <br /> translation as defined in the preceding paragraph, the LEP individual will <br /> be informed in their own language of the right to oral translation of written <br /> notices. The notification will include, in the primary language of the <br /> applicant/recipient, the following language: IMPORTANT: IF YOU <br /> NEED HELP IN READING THIS, ASK THE AGENCY FOR AN <br /> INTERPRETER TO HELP. AN INTERPRETER IS AVAILABLE FREE <br /> OF CHARGE. <br /> D. Documentation of Applicant/Recipient Case Records <br /> 6 <br />