Language Access on a Shoestring Budget:
Making Your Program Accessible
Building Bridges through Language Access Advocacy and Collaboration
April 4, 2014
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Presenters:
Rodrigo Monterrey, Department of Public Health
Diane M. Randolph, Office for Refugees and Immigrants
Moriah Nelson, Volunteer Lawyers Project
Agenda:
1.
2.
3.
4.
Language Access historical briefing
Language Access as part of “CLAS”
How Language Access works
Case Study of Language Access Implementation: VLP
Part I
Culturally and Linguistically
Appropriate Services (CLAS)
History of Language Access
Federal Agencies
Executive Order #1366 (2000)
"Improving Access to Services for Persons with Limited
English Proficiency."
- Required Federal agencies (and those receiving federal $)
to ID services and implement system
-Use of a specific approach to determining when to
provide LA
-Unfunded mandate
History of Language Access
State and Local Agencies
State and Local Agencies (MA):
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Emergency Room Interpreter Law (2000)
Chapter 151B of the General Laws, & Executive Order
478/ Administrative Bulletin #16 (2010).
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Follows similar suit to the implementation of the national LA
standards
Review of resources, analysis of populations, and development
of agency-specific language access plans
Language Access in MA
ERIL (2000)
Before implementation= “the
land before time”
 Use of kids, parents,
family members
 Use of other easily
accessible bilingual
persons
Post implementation/present=
– Competency a key element of interpreters
– HBIS
– Training and Interpreter Credentialing
– Language access planning
Language Access as part of CLAS
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What is “CLAS”?
Are you doing CLAS?
How does Language Access fit into CLAS?
CLAS
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Culturally and Linguistically Appropriate Services
15 standards for service delivery
A framework for continuous quality improvement
Goal? To reduce health disparities
How? By creating culturally-competent systems of care
The Standards (handout 1)
Over-arching principle: #1
Governance, Leadership,
Workforce: #2-4
Communication and Language
Assistance: #5-8
Engagement, Continuous
Improvement and
Accountability: #9-15
The Framework (handout 2)
3 Parts:
1. Leadership
2. Accountability
3. Improvement
Language Access as part of CLAS
Review:
What is “CLAS”?
Are you doing CLAS?
How does Language Access fit into CLAS?
Part II
Ensuring Language Access:
Steps to Developing and Implementing a
Language Access Plan
Goals
I hope you’re able to close this section with an
increased understanding of:
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Language Access (what it is/isn’t)
Developing a Language Access Plan
Making it happen super cheap
Making it super understandable.
Key Terms
Language
Access
Language
Assistance
Translator
Interpreter
Bilingual Staff
Telephonic
Interpreter
Steps
Deliver
Develop
Research
Plan
Plan
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Determine who will work on the LAP.
Review your mission/vision, envision how ensuring
language access fits into what you do.
Review your organizational chart for areas where
language access makes sense.
Ensure representation in plan development
includes individuals from those areas and clients (if
possible).
Give yourself an end-date.
Research: Assess and Evaluate
Conduct a Four Factor Analysis:
1. Proportion and number of LEP. ($)
2. Frequency of contact. ($)
3. Nature and Importance of Services Delivered. ($)
4. Resources. ($$)
Share (that hidden step)
As you conduct your research, meet regularly with your
LA planning group.
1.
2.
3.
4.
5.
Share your findings.
Discuss what your priority areas are, budget and
resources.
Draft a plan that incorporates these items.
Have a keeper of the minutes, notes and plan (LAC).
Come up with a naming convention.
Develop
1.
2.
3.
4.
5.
6.
7.
Purpose of the LAP
Mission/Vision
Populations Served/Populations within your
catchment
Service Provisions of the LAP
Implementation
Complaint Procedure
Signature(s): Executive and LAC
Deliver
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When your plan is near final, shop it around.
Receive feedback and refine if appropriate.
Create a viable implementation plan.
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Training
Informing
Revision Timeline
Accessibility
Part III – Case Study:
Language Access Implementation
Volunteer Lawyers Project
of the Boston Bar Association
VLP Case Flowchart
Court Clinics
Intake Referrals
Special Projects
VLP staff meets with client to
assess case for referral or provide brief assistance
• Training
• Mentoring
• Technical Assistance
Referral Coordinator
Volunteer Attorney
LEP Client
Interpreter
Ensuring that LEP clients have same
opportunity to get pro bono services as
English speaking clients?
1.
2.
3.
4.
5.
6.
7.
Organization Priority
VLP LEP Working Group
Assessment
Policy, Plan & Procedures
Interpreters & Translators
Document Translation
Training
1. Organization Priority
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Commitment to serving LEP clients
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Title VI is an unfunded mandate
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Operating cost – like the light bill
Line item for language services in budget
Include in all grant proposals and apply for grants
specifically for language access work
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VLP only pro bono program in MA that provides and pays
for qualified interpreters in every case
Use data (in online materials) to show why it matters
Hire qualified bilingual staff
2. VLP LEP Working Group
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Executive Director support
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Formed in 2011
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Participation from all levels of organization
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Everyone has a role/job, report back at monthly
3. Assessment
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What are we already doing well?
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What resources do we already have?
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Where are the gaps in service?
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Then…go after “low hanging fruit”
4. Policy, Plan & Procedures
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VLP Language Access Plan & Protocol
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Working document
Reviewed annually by LEP Working Group
Tools:
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DOJ Assessment & Planning Tool for Federally Assisted
Programs
Making Your Program Accessible (Handout)
5. Interpreters & Translators
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List of interpreters and translators
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Easily accessible by all staff
Updated annually by volunteers and recruit needed
languages
List qualifications & skills (translation vs. interpretation)
Quality Control
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Application/Initial Screening
Meeting/Interview with Referral Coordinator
Interpreter Protocol & Code of Ethics (2006)
Negotiated lower rate for phone interpreter and
video remote interpreter services
6. Document Translation
Write
Pro
in Plain Language!
Bono Translation – (LSI Foundation)
Translated
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Easily accessible to staff
I.e. informational materials for clients, retainers, letter
templates, etc.
Volunteer
Always
Pay
Document Bank
translators
have multiple people review
for proofreading – less expensive
7. Training
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Build in-house training capacity – FREE
Online training resources - FREE
Partner with agencies, courts or orgs – FREE to low cost
LEP Training for all New Hires in Orientation
Annual Staff Training
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Interpreter Skills Building Training
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Working with an Interpreter, Language Access Plan &
Protocol and Language Access Issues in Case Handling
Bilingual Staff and Privately Contracted Interpreters
Working w/ Interpreter & Representing a LEP Client
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Volunteer Attorneys & Law Students
www.MassLegalServices.org
www.MassLegalHelp.org
Mongomery County, Maryland
www.montgomerycountymd.gov/LEP/
Resources
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www.lep.gov
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N-LAAN Listserv – www.probono.net/nlaan
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N-LAAN List of State Language Access Groups
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www.masslegalservices.org/languageaccess
Resources
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State Specific Language Access Policies/Plans:
http://www.migrationinformation.org/integration/language_portal/doc4.cf
m
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How to work with an interpreter (video):
http://www.health.medicbd.com/library/video_play/cX_krmqsWJ0/10_Tip
s_for_Working_with_Language_Interpreters
Resources (cont)
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www.Mass.gov to search for Language Access Plans
to view language access plans developed by MA
State Agencies
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Telephonic Interpreters: www.languageline.com,
www.ctslanguagelink.com,
www.pacificinterpreters.com, www.callopi.com
Questions?
Contact Information:
Rodrigo Monterrey
Department of Public Health
rodrigo.monterrey@state.ma.us

Diane M. Randolph
Office for Refugees and Immigrants
diane.m.randolph@state.ma.us

Moriah Nelson
Volunteer Lawyers Project
mnelson@vlpnet.org
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