Agenda - 04-18-2023; 8-c - 2022 Annual Report for Orange County’s CDBG-CV Grant

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Hiring Bilingual Staff — Effective management strategies, including any appropriate adjustments in assignaynts and protocols for using bilingual staff, can ensure that bilingual staff is fully and appropriately utilized. Hiring Staff Interpreters —Most helpful when there is a frequent need for interpreting in one or more languages. Contracting for Interpreters — Review cost-effectiveness when there is a not regular need for a particular language skill. Contracting with one of the many community-based organizations and mutual assistance associations who provide interpretation services for particular language groups can be a cost-effective option. Using Telephone Interpreter Lines — Offer speedy interpreting assistance in many different languages. Particularly appropriate this method, where the mode of communicating with a customer, regardless of language proficiency, occurs over the phone. Using Community Volunteers — It could be particularly useful in providing language access for your less critical programs and activities. It is often best to use volunteers who are trained in the information or services of the program and can communicate directly with the LEP persons in their language. Using Family Members or Friends — You should not plan to rely on a LEP person's family members, friends, or other informal interpreters to provide language assistance services to important programs and activities. However, where LEP persons so desire, they should be permitted to use, at their own expense, an interpreter of their own choosing in place of, or as a supplement to,the free language services you offer. * Using Written Translation Services Determine documents to be translated- Determine which documents are"vital,"such as: • Applications, consent forms and complaint forms; • Written tests (those that do not assess English competency); • Letters containing important information regarding participation in a program or activity; • List of partners and services provided at a One-Stop; • Notices pertaining to reduction,denial or termination of services or benefits and of the right to appeal such actions; • Notices that require a response from beneficiaries; • Information on the right to file complaints of discrimination; • Information on the provision of services to individuals with disabilities; • Notices advising LEP persons of the availability of free language assistance; • Explanation of how to file complaint and complaint process; and • Other outreach materials. Ensure the competence of translators • Consider using certified translators. • Consider using a second, independent translator to check the work of the primary translator. • Consider"back translating"where one person can translate the document and a second, independent translator, can translate it back into English to check that the appropriate meaning has been conveyed. • Ensure translators understand the expected reading level of the audience. • Ensure translators, where appropriate, have fundamental knowledge about the target language group's vocabulary and phraseology. Examples of practices that may violate Title VI are: • Providing services to LEP persons that are more limited in scope or are lower in quality than those provided to other • Subjecting LEP persons to unreasonable delays in the delivery of services • Limiting participation in a program or activity on the basis of English proficiency • Providing services to LEP persons that are not as effective as those provided to those who are proficient in English,or