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i <br /> G <br /> B . The agency will not require the applicant/ recipient to pay for bilingual / interpretive services <br /> L <br /> 1 . Use of Interpreters at Hearings <br /> a . An interpreter will be provided for all hearings if a party requests an interpreter or I <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 . I <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 /> E <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 f <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 /> I 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 /> k <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 />