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14 <br /> b. Types of vital documents—There are two types of Vital Documents,those meant <br /> 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 process <br /> for identifying and prioritizing vital documents or texts to translate. Departments <br /> should ensure all translations are completed by translators who are designated as <br /> "qualified"by the Department of Human Rights and Relations. <br /> c. Documents that may be considered"vital"may include,but are not 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 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 services, <br /> 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 /> D. Notice of Language Assistance Services. Departments must inform LEP individuals of their <br /> eligibility for benefits,programs, and services in a language they understand. Departments should <br /> assess all points of contact,telephone, in-person,mail, and electronic communication its staff has <br /> with the public and LEP individuals when determining the best method of providing notice of <br /> language assistance services. A Department should not only provide oral and written language <br /> access services,but also must explain how LEP individuals can access available language <br /> assistance services. <br /> VI. Staff Training <br /> A. Language Access Training is mandatory for department directors, supervisors,interpreters, <br /> translators, or frontline staff who encounter LEP individuals. Staff shall receive training on <br /> identifying LEP customers and the procedures for accessing language assistance services <br /> provided by the County.New employees will receive training at new employee orientation on <br /> available language access resources.Yearly training will be available to existing staff to ensure <br /> effective implementation of the policies and procedures. <br /> B. Supervisors will be responsible for department level training on the department's language access <br /> plan. They will provide training for all staff before this new plan is implemented. Included in the <br /> training will be a review of the Language Access Policy and Procedures;training on utilizing <br /> translation services for written materials, and utilizing currently used language and sign language <br /> interpreter services. Subsequent training of new or existing staff will be the responsibility of the <br /> manager/supervisor. <br /> C. Training for language access services will include training on LEP services,cultural sensitivity, <br /> and customer service to help staff deliver effective and efficient language access services to our <br /> LEP clients. The training will be delivered via a blended approach,using a variety of tools, such <br /> Page 4 <br />