Using information collected during the preceding fiscal year beginning July 1 and ending June 30, each Department shall draft an Annual Compliance Report including the following information:
(a) A description of the Department’s language access policy;
(b) The language services offered by the Department;
(c) The number and percentage of people who are LEP Persons who use the Department’s services Citywide;
(d) A roster of bilingual employees, their titles, office locations, the language(s) other than English that they speak; excluding those bilingual employees who are self-designated as competent in a second language other than English;
(e) The name and contact information of the Department’s language access coordinator;
(f) A description of any use of telephone-based interpretation services, including the number of times telephone-based interpretation services were used, the language(s) for which they were used, and the number of times bilingual employees provided in-person interpretation services;
(g) An explanatory assessment of the procedures used to facilitate communication with LEP Persons, which shall include, but is not limited to, an evaluation of the following (1) the content of recorded telephonic messages provided to the public and the language of the message; (2) telephone requests for translation or interpretation services; (3) in-person requests for translation or interpretation services; and (4) public notices of the availability of translation or interpretation services upon request;
(h) Ongoing employee development and training strategy to maintain well trained bilingual employees and general staff. Employee development and training strategy should include a description of quality control protocols for bilingual employees; and a description of language service protocols for LEP Persons in crisis situations as outlined in Section 91.9;
(i) If the Department determines that additional bilingual employees are needed to meet the requirements of Section 91.4, the Department must provide a description of its plan for meeting those requirements;
(j) The name, title, and language(s) other than English spoken, if any, by the staff member designated with responsibility for ensuring the accuracy and appropriateness of Language Access Services for each language in which services must be provided under this Chapter 91;
(k) A list of the Department’s written materials that have been translated under this Chapter 91, the language(s) into which they have been translated, and the persons who have reviewed the translated material for accuracy and appropriateness;
(l) The Department’s written policies on providing services to LEP Persons;
(m) A list of goals for the upcoming year and, for all Annual Compliance Reports except the first, an assessment of the Department’s success at meeting last year’s goals;
(n) Annual expenditures from the previous fiscal year for services that are related to language access, including:
(1) Compensatory pay for bilingual employees who perform bilingual services, excluding regular annual salary expenditures;
(2) Telephonic interpretation services provided by City vendors;
(3) Document translation services provided by City vendors;
(4) On-site language interpretation services provided by City vendors;
(5) The Department’s budget 1
Language Access Services and projected budget to support progressive implementation of the Department’s Annual Compliance Report;
(o) A summary of changes between the Department’s previous Annual Compliance Report submittal and the current submittal, including but not limited to: (1) an explanation of strategies and procedures that have improved the Department’s Language Access Services from the previous year; and (2) an explanation of strategies and procedures that did not improve the Department’s language services and proposed solutions to achieve the overall goal of this Language Access Ordinance; and
(p) Any other information OCEIA deems appropriate for the implementation of this Chapter 91.
(Added as Sec. 91.9 by Ord. 126-01, File No. 010409, App. 6/15/2001; redesignated as Sec. 91.10 and amended by Ord. 202-09, File No. 090461, App. 8/28/2009; redesignated and amended by Ord. 27-15, File No. 141149, App. 3/12/2015, Eff. 4/11/2015)
CODIFICATION NOTE
1. So in Ord. 116-24.