Promote Thorough Data Collection Practices and Trainings :
Improve current data collection processes and track language access activities consistently for accurate reporting .
Departments should prioritize using reliable internal data collection processes , which is important for monitoring LEP client needs and trends across years . This will help ensure that they have accurate data to report in 2023 for total LEP client interactions , telephonic interpretations , in-person interpretations , translated documents , and other measures included in the LAO compliance reporting form . Multiple data collection approaches are listed on the annual reporting form , including : intake , annual survey , and number of telephonic interpretation requests . OCEIA typically recommends using the intake option so Departments can more easily capture and track LEP client interactions as they take place .
Provide regular training to frontline workers and operations staff about Department-specific language services protocols .
Departments should continuously educate staff on their internal processes for arranging interpretation and translation services . Beyond engaging bilingual staff or contacting a vendor for interpretation , Departments should also train staff on their practices for preparing for interpretation at public meetings and events . This year , OCEIA is introducing a new tool to support Departments in planning public-facing events with language access in mind .
View sample language access tools on the following pages .
47