(a) Translation of Materials. Departments shall translate the following written materials that provide vital information to the public about the Department’s services or programs into the the require languages languages1
spoken by a Substantial Number of LEP Persons: applications or forms to participate in a Department’s program or activity or to receive its benefits or services; written notices of rights to, determination of eligibility for, award of, denial of, loss of, or decreases in benefits or services, including the right to appeal any Department’s decision; written tests that do not assess English language competency, but test competency for a particular license or skill for which knowledge of written English is not required; notices advising LEP Persons of free language assistance; materials, including publicly-posted documents, explaining a Department’s services or programs; complaint forms; any other written documents related to direct services to the public that could impact the community or an individual seeking services from or participating in a program of a Department. Upon request, a LEP Person may request written materials that provide vital information to the public about the Department’s services or programs into a language not captured by the required languages. However, the Public Utilities Commission and the Tax Collector shall make resources available for LEP Persons to understand their property tax and utility bills.
(b) Signage. Departments that post signage that provides information to the public that relates to the Department’s Service or Program shall translate those materials in the required languages or languages as prescribed by a Substantial Number of LEP Persons.
(d)1
Departments shall post translated notices in the public areas of their facilities in the relevant language(s) indicating that Language Access Services are available.
(3) Departments shall translate all signage posted in their facilities that is intended to assist members of the public utilizing the Department’s services or programs. Departments shall also translate all signage posted in public spaces that is meant to inform the community about a service or program or a benefit or change that impacts the community. The translated notices shall be posted prominently and shall be readily visible to the public. Departments shall also provide translated written materials, in a conspicuous location, providing information about the OCEIA complaint process described in Section 91.10.
(c) Digital Content. Departments shall translate digital content that meets the parameters of subsection 91.5(a) that they provide on digital platforms such as web sites, social media platforms, third-party digital content providers, or various on-line mediums. Departments shall also translate all public service announcements or information that raises awareness about an issue of public interest or affects the community that they publish on websites, social media platforms, third-party digital content providers, or various on-line mediums.
(d) Departments shall take a community-focused approach to ensure all translations are accurate and appropriate for the target audience. Translations should match literacy levels of the target audience.
(e) Each Department shall designate a staff member responsible for ensuring that all translations of the Department’s written materials meet the accuracy and appropriateness standard set in subsection (d) of this Section 91.5. Departments are encouraged to have their staff check the quality of written translations, but where a Department lacks biliterate personnel, the responsible staff member shall obtain quality checks from external translators. Departments may contact OCEIA for assistance in locating a qualified translator or translation equipment. Departments are also encouraged to solicit feedback on the accuracy and appropriateness of translations from bilingual staff of community groups whose clients receive services from the Department.
CODIFICATION NOTE
1. So in Ord. 116-24.