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53 <br /> arrangements necessary for timely use. <br /> 2. Determining the Language Needs of the Population to be served. The agency is responsible for <br /> assessing the needs of the population to be served. Such assessment will include, but not be limited <br /> to the following: <br /> a. The non-English languages that are likely to be encountered in its program will be identified. <br /> b. An estimate of the number of people in the community for who English is not the primary <br /> language used for communication will be completed and updated annually. To identify the <br /> languages and number of LEP individual's local entities should review: <br /> • Census data <br /> • School system data <br /> • Reports from federal, state, and local governments <br /> • Community agencies' information, and <br /> • Data from client files <br /> c. The points of contact in the program or activity where language assistance is likely to be needed <br /> will be identified. <br /> 3. Determining the Language Needs of Each Applicant/Recipient. The agency will determine the <br /> language needs of each applicant/recipient. Such assessment will include, but not be limited to the <br /> following: <br /> a. At the first point of contact, each applicant/recipient will be assessed to determine the <br /> individual's primary language. Check all methods that will be used: <br /> o Multi-language identification cards, a poster-size language list, or the use of "I speak" peel- <br /> off language identification cards for indicating preferred languages <br /> o English proficiency assessment tools, provided they can be administered in a manner that is <br /> sensitive to and respectful of individual dignity and privacy. <br /> o Other <br /> b. If the LEP person does not speak or read any of these languages,the agency will use a telephone <br /> interpreting service to identify the client's primary language <br /> c. Staff will not solely rely on their own assessment of the applicant or recipient's English proficiency <br /> in determining the need for an interpreter. If an individual requests an interpreter, an interpreter <br /> will be provided free of charge. A declaration of the client will be used to establish the client's <br /> primary language. <br /> d. When staff place or receive a telephone call and cannot determine what language the other <br /> person on the line is speaking, a telephone interpreting service will be utilized in making the <br /> determination. <br /> e. If any applicant/recipient is assessed as LEP, they will be informed of interpreter availability and <br /> their right to have a language interpreter at no cost to them with a notice in writing in the <br /> languages identified in Section C. Provisions of Written Translations. <br /> 4. Provision of Bilingual/Interpretive Services <br /> a. The agency will ensure that effective bilingual/interpretive services are provided to serve the needs <br /> of the non-English speaking population. The provision of bilingual/interpretive services will be <br /> prompt without undue delays. In most circumstances,this requires language services to be available <br /> during all operating hours. <br />