Basis for Language Assistance Plans Complete four-factor analysis;Complete four-factor analysis; Set clear goals;Set clear goals; Flexibility in completing written Plans; andFlexibility in completing written Plans; and Benefits for training, administration, planning, and budgeting.Benefits for training, administration, planning, and budgeting. Complete four-factor analysis;Complete four-factor analysis; Set clear goals;Set clear goals; Flexibility in completing written Plans; andFlexibility in completing written Plans; and Benefits for training, administration, planning, and budgeting.Benefits for training, administration, planning, and budgeting.

Basis for Language Assistance Plans Small recipients – written plans not feasibleSmall recipients – written plans not feasible Small recipients – alternative meansSmall recipients – alternative means Partnerships in developing plansPartnerships in developing plans Small recipients – written plans not feasibleSmall recipients – written plans not feasible Small recipients – alternative meansSmall recipients – alternative means Partnerships in developing plansPartnerships in developing plans

Five Steps 1.Identifying LEP individuals Who Need Language Assistance 2.Language Assistance Measures 3.Training Staff 4.Providing Notice to LEP Persons 5.Monitoring and Updating the LEP Plan 1.Identifying LEP individuals Who Need Language Assistance 2.Language Assistance Measures 3.Training Staff 4.Providing Notice to LEP Persons 5.Monitoring and Updating the LEP Plan

Step 1: Identifying LEP Individuals who Need Language Assistance Four factor analysis – frequency of encountersFour factor analysis – frequency of encounters Using “I Speak” cards to identify language needUsing “I Speak” cards to identify language need “I Speak” card is available through the Census Bureau“I Speak” card is available through the Census Bureau Four factor analysis – frequency of encountersFour factor analysis – frequency of encounters Using “I Speak” cards to identify language needUsing “I Speak” cards to identify language need “I Speak” card is available through the Census Bureau“I Speak” card is available through the Census Bureau

Step I: Identifying LEP Individuals who Need Language Assistance Census Bureau Website: Pubs/ISpeakCards.pdf Census Bureau Website: Pubs/ISpeakCards.pdf

Step I: Identifying LEP Individuals who Need Language Assistance Record of languages of LEP personsRecord of languages of LEP persons Notices of commonly encountered languagesNotices of commonly encountered languages Self identificationSelf identification Record of languages of LEP personsRecord of languages of LEP persons Notices of commonly encountered languagesNotices of commonly encountered languages Self identificationSelf identification

Step II: Language Assistance Measures Effective LEP Plans would include: Types of language services available;Types of language services available; How staff can obtain those services;How staff can obtain those services; How to respond to LEP callers;How to respond to LEP callers; Effective LEP Plans would include: Types of language services available;Types of language services available; How staff can obtain those services;How staff can obtain those services; How to respond to LEP callers;How to respond to LEP callers;

Step II: Language Assistance Measures How to respond to written communication from LEP persons;How to respond to written communication from LEP persons; How to respond to LEP persons who have in- person contact with recipient staff; andHow to respond to LEP persons who have in- person contact with recipient staff; and How to respond to written communication from LEP persons;How to respond to written communication from LEP persons; How to respond to LEP persons who have in- person contact with recipient staff; andHow to respond to LEP persons who have in- person contact with recipient staff; and

Step II: Language Assistance Measures How to ensure competency of interpreters and translation services.

Step III: Training Staff Training should be provided to ensure that the staff: Know about LEP policies and proceduresKnow about LEP policies and procedures Know how to work with the publicKnow how to work with the public Training should be provided to ensure that the staff: Know about LEP policies and proceduresKnow about LEP policies and procedures Know how to work with the publicKnow how to work with the public

Step III: Training Staff In developing training programs, you should consider Flexibility;Flexibility; Type of training;Type of training; Who to train -- Managers, with infrequent contact,Who to train -- Managers, with infrequent contact, -- aware of LEP requirements -- aware of LEP requirements -- understand the plan In developing training programs, you should consider Flexibility;Flexibility; Type of training;Type of training; Who to train -- Managers, with infrequent contact,Who to train -- Managers, with infrequent contact, -- aware of LEP requirements -- aware of LEP requirements -- understand the plan

Step IV: Promoting Notice to LEP Persons Make the LEP beneficiaries know of available servicesMake the LEP beneficiaries know of available services -- Posting signs; -- Posting signs; -- Distributing Outreach documents; -- Distributing Outreach documents; -- Partnering with local groups; -- Partnering with local groups;

Step IV: Providing Notice to LEP Persons -- Using telephone voice mail; -- Including notices in minority media; or -- Making presentations at places of worships, schools.

Periodically review of applicability of plan focusing on:Periodically review of applicability of plan focusing on: -- Frequency of contact; -- Nature and Importance; -- Availability of Resources; -- Needs of beneficiaries; -- Staff Ability; or -- Availability of Partners Step V: Monitoring and Updating the LEP Plan