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Agenda - 06-16-20; 8-i - Update to Orange County Limited English Proficiency Policy (“Orange County “Language Access Plan”)
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Agenda - 06-16-20; 8-i - Update to Orange County Limited English Proficiency Policy (“Orange County “Language Access Plan”)
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6/12/2020 8:47:52 AM
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6/16/2020
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Agenda
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8-i
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Agenda 06-16-20 Virtual Business Meeting
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4 <br /> <br />person if the information in question is not provided accurately or in a timely <br />manner. The determination of what documents are considered “vital” is left <br />to the discretion of individual department, which are in the best position to <br />evaluate their circumstances and services within their language access <br />planning materials. <br />b. Types of vital documents – There are two types of Vital Documents, those <br />meant for the general public or a broad audience, and those that are specific <br />communications regarding a case or matter between an individual and the <br />Department. Each department should exercise its discretion in creating a <br />process for identifying and prioritizing vital documents or texts to translate. <br />Departments should ensure all translations are completed by translators who <br />are designated as “qualified” by the Department of Human Rights and <br />Relations. <br />c. Documents that may be considered “vital” may include, but are n ot limited to, <br />certain: <br />i. administrative complaints, release, or waiver forms; <br />ii. Claim or application forms; <br />iii. Public outreach or educational materials (including web‐based <br />material); <br />iv. Letters or notices pertaining to policies changes or updates; <br />v. Written notices of rights, denial, loss, or decreases in benefits or <br />services, or hearings; <br />vi. Forms or written material related to individual rights; <br />vii. Notices of community meetings or other community outreach; <br />viii. Notices regarding the availability of language assistance services <br />provided by the component at no cost to LEP individuals; <br /> <br />D. Notice of Language Assistance Services. Departments must infor m LEP individuals of their <br />eligibility for benefits, programs, and services in a language they understand. <br />Departments should assess all points of contact, telephone, in‐person, mail, and <br />electronic communication its staff has with the public and LEP individuals when <br />determining the best method of providing notice of language assistance services. A <br />Department should not only provide oral and written language access services, but also <br />must explain how LEP individuals can access available language assistance services <br /> <br />VI. Staff Training. <br /> <br />A. Language Access Training is mandatory for department directors, supervisors, <br />interpreters, translators, or frontline staff who encounter LEP individuals. Staff shall <br />receive training on identifying LEP customers and the procedures for accessing language <br />assistance services provided by the County. New employees will receive training at new <br />6
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