P-0185 - Orange County Government Limited English Proficiency Policy 12-11-2001

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• Written Materials. Each Department shall ensure the translation of "vital" written materials into the language of regularly encountered LEP groups eligible to be served or . to be affected by the Department's programs. "Vital" includes but is not limited to: written notices of rights, denial, loss, or decreases in benefits and services; notices of disciplinary action; consent and complaint forms; intake forms; application for participation in department' program or activity; and. notices advising LEP persons of free language assistance. The term "vital" depends upon the importance of the program, service, information or encounter involved. Large documents may have both vital and non-vital information. Written translation of only vital information is required. An appropriate "rule of thumb" in determining vital information in a document that requires translation is: o A Department. should provide written translation of .vital documents for each eligible LEP language group that constitutes. 5% or 1,000, whichever is less, of the persons eligible to be served or likely to be affected or encountered. Translation of other documents can be provided orally; o - If there are -fewer .than 50 persons in a language. group that reaches the 5% trigger, then departments do not-have to translate vital materials but should provide written notice in the'primary language of the LEP language group of their right to .receive competent oral, translation of the written materials, free. of cost. Please note:. This applies only to the written translation of information in vital. documents • Electronic /nformafion. Unless already in place, each Department that maintains a web page accessible to members of the general public should include information on the availability of language assistance through or by the Department. Where documents in languages other than English are placed on or accessible through the web page, information on their availability should be included in the appropriate languages on the web home page or other initial point of access. Signage. Where signagewithin apublicly-accessible building maintained or administered by a Department is provided in English, it will also be provided, at a minimum and as soon as reasonably practical, in the two most common non- English languages spoken in the County where, based on available data, more than 25% of the people within that language group speak English less than well.5 Signage in fewer languages is warranted where current demographic data establishes that the population potentially served by the Department or facility does not include more than one language minority group that satisfies the 25% standard. Each Department will develop a sgnage implementation timetable including, where appropriate, reasonable delays necessitated by the lack of current data on LEP populations. (Signage in critical service areas e.g. DSS, Health, Register of Deeds, are on-going pursuant to June 5, 2001 Board direction.) ._ 3. Department-Specific Language Assistance Initiatives. In addition to the uniform language initiatives applicable to the department engaging in programs and activities warranting language assistance measures, departments will implement additional • language assistance measures warranted by their particular programs, activities, and/or 5 "Available data" includes but is not limited to language and demographic census information pertaining to Orange County.