Orange County NC Website
Browse       Search
55 <br /> B. The agency will not require the applicant/recipient to pay for bilingual/interpretive services <br /> 1. Use of Interpreters at Hearings <br /> a. An interpreter will be provided for all hearings if a party requests an interpreter or <br /> if the Hearing Officer determines that an interpreter is necessary. <br /> b. A separate oath or affirmation to translate accurately shall be administered to all <br /> interpreters. <br /> C. Provision of Written Translations <br /> 1. The agency must provide written materials in languages other than English where a <br /> substantial number or percentage of the population eligible to be served or likely to be <br /> directly affected by the program needs services or information in a language other than <br /> English to communicate effectively. <br /> 2. Translation of Vital Documents <br /> a. The agency will ensure that vital documents for locally designed programs are <br /> translated into Spanish. <br /> b. When state DHHS forms and other written material contain spaces in which the local <br /> entity is to insert information, this inserted information will also be in the individual's <br /> primary language. When such forms are completed by applicants/recipients in their <br /> primary language, the information must be accepted. <br /> c. If, as a result of the local language assessment, it appears there are a substantial <br /> number of potential applicants or recipients of the agency (defined as 5% or 1,000 <br /> people whichever is less) who are LEP and speak a language other than Spanish, the <br /> agency will translate and provide vital documents in the appropriate language. (We <br /> prefer counties do not translate DHHS forms. Please notify DHHS and DHHS will <br /> translate or verify county translation) <br /> d. The agency will keep a record of all vital documents translated, and will submit this <br /> information to DHHS at their request. <br /> 3. If the primary language of an LEP applicant or recipient is a language other than Spanish <br /> AND the language does not meet the threshold for translation as defined in the preceding <br /> paragraph, the LEP individual will be informed in their own language of the right to oral <br /> translation of written notices. The notification will include, in the primary language of the <br /> applicant/recipient,the following language: IMPORTANT: IF YOU NEED HELP IN READING <br /> THIS, ASK THE AGENCY FOR AN INTERPRETER TO HELP. AN INTERPRETER IS AVAILABLE <br /> FREE OF CHARGE. <br /> D. Documentation of Applicant/Recipient Case Records <br /> 1. The agency will maintain case record documentation in sufficient detail to permit a <br /> reviewer to determine the agency's compliance with this policy. <br /> 2. The agency will ensure that case record documentation, including computerized records <br /> if appropriate, identifies the applicants/recipient's ethnic origin and primary language. In <br /> those cases where the applicant/recipient is non-English speaking, the agency will: <br /> a. Document the individual's acceptance or refusal of forms or other written <br /> materials offered in the individual's primary language. Document the method <br /> used to provide bilingual services, e.g., assigned worker is bilingual, other bilingual <br /> employee acted as interpreter, volunteer interpreter was used, or client provided <br /> interpreter. When a minor is used as interpreter, the agency will document the <br /> circumstances requiring temporary use of a minor and will provide this <br />