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information to NC DHHS upon request . <br /> 3 . Consent for the release of information will be obtained from applicants/ recipients when <br /> individuals other than agency employees are used as interpreters and the case record will <br /> be so documented . <br /> E . Staff Development and Training <br /> 1 . The agency will provide staff training at new employee orientation and continuing training <br /> programs . The training will include, but not be limited to : <br /> a . Language assistance policies and procedures, resources available to support such <br /> procedures , methods of effective use of interpreters, and familiarization with the <br /> discrimination complaint process . <br /> b . Cultural awareness information , including specific cultural characteristics of the <br /> groups served by the agency to provide a better understanding of, and sensitivity <br /> to , the various cultural groups to ensure equal delivery of services . <br /> IThe agency will provide or ensure training is provided for bilingual staff and interpreters <br /> employed or utilized by the agency . This includes the ethics of interpreting, including <br /> confidentiality, methods of interpreting; orientation to the organizations specialized <br /> terminology used by the agency; and cultural competency . <br /> IThe agency will ensure that applicable grantees, contractors, cooperative agreement <br /> recipients and other entities receiving state or federal dollars are trained in the <br /> requirements of this policy . Describe how this provision will be met : OCTS will utilize paid <br /> interpreters, qualified bilingual employees, qualified employees of other agencies <br /> 4 . The agency will collect and maintain the following information about training provided to <br /> staff: the date ( s ) of such training, the content of such training, the number and types of <br /> credit hours awarded ; and the names and identifying information of each attendee at the <br /> training . The agency will ensure that grantees, contractors, cooperative agreement <br /> recipients and other applicable funded entities collect and maintain such information as <br /> well . <br /> Compliance Procedures , Reporting and Monitoring <br /> 1 . Reporting <br /> a. The agency will complete an annual compliance report and send this report to the <br /> appropriate agency within the Department . ( Format will be supplied by DHHS ) <br /> 2 . Monitoring <br /> a. The agency will complete a self- monitoring report on a quarterly basis, using a <br /> standardized reporting system providing by the Department . These reports will be <br /> maintained and stored by the Title VI compliance officer and will be provided to the <br /> Department upon request . <br /> b . The agency will cooperate , when requested , with special review by the Department . <br /> Applicant/ Recipient Complaints of Discriminatory Treatment <br /> 1 . Complaints <br /> a . The agency will provide assistance to LEP individuals who do not speak or write in English <br /> if they indicate that they would like to file a complaint . A complaint will be filed in writing, <br /> contain the name and address of the person filing it or his/ her designee and briefly <br /> describe the alleged violation of this policy . <br /> b . The agency will maintain records of any complaints filed , the date of filing, actions taken <br />