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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 likelyto 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 />