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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 />