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

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Orange County Government • Limited English Proficiency (LEP) Policy 2. Uniform Language Assistance Initiatives • (Departmental plans for implementation of the following assistance measures and timetables whereby implementation is achievable are to be completed by the end of February 2002). Each Department experiencing a need for language assistance measures should take the following action: • Oral Information. Each location accessible to the public at which vital oral information is made available (e.g., information desks or telephone lines, certain reception desks or areas, building entries, etc.) maintained or administered by a Department identified as warranting language assistance measures will have in place personnel or language assistance resources capable of providing, within a reasonable period of time, information and/or instruction in appropriate languages other than English. Each Department should develop a plan and timetable for implementing the following: Have in place at points of public contact bilingual or multi-lingual staff, appropriate translations of commonly requested information in commonly encountered languages, or procedures for access to telephonic interpretive services4 for use by Department personnel. • • As appropriate, the written procedures for accessing telephonic language assistance resources will be (1) inserted into every Department telephone book (both written and electronic); (2) posted or otherwise readily available (e.g., through the County Intranet system) at every point of public contact; and (3) distributed to every employee whose duties routinely include contact with members of the public. Complete and distribute to each Department, county building or, as appropriate, work group, a listing of staff members assigned to that department, facility, or work group who have volunteered to provide temporary language assistance services in the case of an emergency. Name, office, physical location, business telephone number, work hours, language, and level of fluency should identify staff members. • 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: a"Telephonic interpretive services," sometimes referred to as "language lines" involve the use of interpreters who provide either simultaneous or consecutive translation by phone.