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56 <br /> information to NC DHHS upon request. <br /> 3. Consent for the release of information will be obtained from applicants/recipients when <br /> individuals other than agency employees are used as interpreters and the case record will <br /> be so documented. <br /> E. Staff Development and Training <br /> 1. The agency will provide staff training at new employee orientation and continuing training <br /> programs. The training will include, but not be limited to: <br /> a. Language assistance policies and procedures, resources available to support such <br /> procedures, methods of effective use of interpreters, and familiarization with the <br /> discrimination complaint process. <br /> b. Cultural awareness information, including specific cultural characteristics of the <br /> groups served by the agency to provide a better understanding of, and sensitivity <br /> to, the various cultural groups to ensure equal delivery of services. <br /> 2. The agency will provide or ensure training is provided for bilingual staff and interpreters <br /> employed or utilized by the agency. This includes the ethics of interpreting, including <br /> confidentiality; methods of interpreting; orientation to the organization; specialized <br /> terminology used by the agency; and cultural competency. <br /> 3. The agency will ensure that applicable grantees, contractors, cooperative agreement <br /> recipients and other entities receiving state or federal dollars are trained in the <br /> requirements of this policy. Describe how this provision will be met: OCTS will utilize paid <br /> interpreters, qualified bilingual employees, qualified employees of other agencies <br /> 4. The agency will collect and maintain the following information about training provided to <br /> staff: the date(s) of such training, the content of such training, the number and types of <br /> credit hours awarded; and the names and identifying information of each attendee at the <br /> training. The agency will ensure that grantees, contractors, cooperative agreement <br /> recipients and other applicable funded entities collect and maintain such information as <br /> well. <br /> Compliance Procedures, Reporting and Monitoring <br /> 1. Reporting <br /> a. The agency will complete an annual compliance report and send this report to the <br /> appropriate agency within the Department. (Format will be supplied by DHHS) <br /> 2. Monitoring <br /> a. The agency will complete a self-monitoring report on a quarterly basis, using a <br /> standardized reporting system providing by the Department. These reports will be <br /> maintained and stored by the Title VI compliance officer and will be provided to the <br /> Department upon request. <br /> b. The agency will cooperate, when requested, with special review by the Department. <br /> Applicant/Recipient Complaints of Discriminatory Treatment <br /> 1. Complaints <br /> a. The agency will provide assistance to LEP individuals who do not speak or write in English <br /> if they indicate that they would like to file a complaint. A complaint will be filed in writing, <br /> contain the name and address of the person filing it or his/her designee and briefly <br /> describe the alleged violation of this policy. <br /> b. The agency will maintain records of any complaints filed, the date of filing, actions taken <br />