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52 <br /> Definitions <br /> 1. Limited English Proficient (LEP) individual—Any prospective, potential, or actual recipient of benefits <br /> or services from the agency who cannot speak, read, write or understand the English language at a <br /> level that permits them to interact effectively with health care providers and social service agencies. <br /> 2. Vital Documents —These forms include, but are not limited to, applications, consent forms, letters <br /> containing important information regarding participation in a program; notices pertaining to the <br /> reduction, denial, or termination of services or benefits, the right to appeal such actions, or that <br /> require a response from beneficiary notices advising LEP persons of the availability of free language <br /> assistance, and other outreach materials. <br /> 3. Title VI Compliance Officer: The person or persons responsible for compliance with the Title VI LEP <br /> policies. <br /> 4. Substantial number of LEP: 5% or 1,000 people, whichever is smaller, are potential applicants or <br /> recipients of the agency and speak a primary language other than English and have limited English <br /> proficiency. <br /> Providing Notice to LEP Individuals <br /> 1. The agency will take appropriate steps to inform all applicants, recipients, community organizations, <br /> and other interested persons, including those whose primary language is other than English, of the <br /> provisions of this policy. Such notification will also identify the name, office telephone number, and <br /> office address of the Title VI compliance officer(s). The agency will notify the DHHS compliance <br /> attorney of changes in name or contact information for the Title VI compliance officer. <br /> Nishith Trivedi, Transportation Director <br /> 600 NC Highway 86 North <br /> Hillsborough, NC 27278 <br /> 919-245-2002 <br /> 2. The agency will post and maintain signs in regularly encountered languages other than English in <br /> waiting rooms, reception areas and other initial points of contact. These signs will inform applicants <br /> and beneficiaries of their right to free language assistance services and invite them to identify <br /> themselves as persons needing such services. <br /> 3. Identify areas within the agency where these signs will be posted: <br /> 4. Signage will be posted at the OCTS's Entry way/ lobby and breakroom. <br /> 5. The agency will include statements of the right to free language assistance in Spanish and other <br /> significant languages in all outreach material that is routinely disseminated to the public (including <br /> electronic text). <br /> 6. The agency will also disseminate information in the following manner: <br /> 7. Contacting translators for the all public outreach events and printing material. <br /> Provision of Services to LEP Applicants/Recipients <br /> Assessing Linguistic Needs of Potential Applicants and Recipients <br /> 1. The agency will assess the language needs of the population to be served, by identifying: <br /> a. The language needs of each LEP applicant/recipient <br /> b. The points of contact where language assistance is needed; <br /> c. The resources needed to provide effective language assistance, including location, availability and <br />