Translation of Vital Documents. Consistent with the Language Access Program, the Interim Language Access Program Manager will develop a plan and framework for identifying vital documents for translation based on the language needs of KCSO and its language communities. The Language Access Program Manager will develop a plan for the translation of such documents, which will include information addressing how KCSO will ensure that quality control standards are met. KCSO will submit its list of proposed vital documents, target languages, and timeline to DOJ for review and approval.
Translation of Vital Documents. DCSO will work with Dane County’s Language Access and Reporting Specialist to develop a plan and framework for identifying “vital documents” for translation (defined in the Plan as “paper or electronic written material that contains information that is critical for accessing Sheriff’s Office programs or activities, or is required by law”) based on the language needs of DCSO and Dane County’s community with LEP. The Language Access and Reporting Specialist will establish translation procedures for vital documents and will develop and document measures to ensure quality control of interpreters and translators. The Language Access and Reporting Specialist will assist DCSO to establish DCSO policies and procedures for deploying language access resources that are appropriate for different contexts of service and implement them as needed to ensure persons with LEP can access vital documents and the information contained therein. Within 180 days of finalizing the Plan, DCSO will submit its list of proposed vital documents, target languages, and timeline for translation to DOJ for review and approval.
Translation of Vital Documents. The language assistance plan should incorporate a plan to translate “vital” written materials into the languages that were identified through the LEP assessment. DOL has acknowledged the difficulty in identifying vital documents. However, the federal register states that “meaningful access” must be granted to all individuals. Thus, vital documents could include: ▪ Applications to participate in a Workforce Innovation and Opportunity Act (WIOA) program, activity, or services ▪ Written tests that do not assess English language competency, but test the competency for a particular license, job, or skill for which English language proficiency is not required ▪ Consent and compliance forms ▪ List of partners at a Center and services provided ▪ Letter containing important information regarding participation in a program or activity ▪ Notices pertaining to the 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 ▪ State wage, hour, safety, health enforcement, and information materials ▪ Notices advising LEP persons of the availability of free language assistance ▪ Other marketing and outreach information Additionally, all translated documents must be reviewed for accuracy. Even though certified translators are not required, the WDS should have mechanisms in place to verify the accuracy of the translated document.
Translation of Vital Documents a. The agency will ensure that vital documents for locally designed programs are translated into Spanish.
