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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 /> ills 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 /> Via Forms or written material related to individual rights ; <br /> Vila Notices of community meetings or other community outreach; <br /> Villa 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 in 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 />