Lafayette Community Development Fund’s Policy and Procedure for Communication with
Persons with Limited English Proficiency
Policy:
Lafayette Community Development Fund “the LCDF” d/b/a/ upLFT will take reasonable steps to
ensure that persons with limited English proficiency (LEP) have meaningful access and an
equal opportunity to participate in our services, activities, programs, and other benefits.
The policy of the LCDF d/b/a upLFT is to ensure meaningful communication with LEP clients
and their authorized representatives involving their applications. The policy also provides for
communication of information contacting in documents including, but not limited to financial
forms, etc.
All interpreters, translators and other aides shall be provided as needed to comply with this
policy. They will be provided without cost to the person being services. Clients and their families
will be informed of the availability of such assistance free of charge.
Language assistance will be provided through use of competent bilingual staff, staff interpreters,
contracts or formal arrangements with local organizations providing interpretation or translation
services, or technology and telephonic interpretation services. All staff will be provided notice of
this policy and procedure, and staff that may have direct contact with LEP individuals will be
trained in effective communication techniques, including the effective use of an interpreter.
The LCDF d/b/a/ upLFT will conduct a regular review of the language access needs of our
clientele as well as an update and monitor of the implementation of this policy and procedures
as necessary.
Procedures:
1. Identify LEP persons and their language.
2. Obtain a qualified interpreter.
3. Provide written translation.
4. Provide notice to LEP persons.
5. Monitor language needs and implementation.
Policy:
Lafayette Community Development Fund “the LCDF” d/b/a/ upLFT will take reasonable steps to ensure that persons with limited English proficiency (LEP) have meaningful access and an equal opportunity to participate in our services, activities, programs, and other benefits.
The policy of the LCDF d/b/a upLFT is to ensure meaningful communication with LEP clients and their authorized representatives involving their applications. The policy also provides for communication of information contacting in documents including, but not limited to financial forms, etc.
All interpreters, translators and other aides shall be provided as needed to comply with this
policy. They will be provided without cost to the person being services. Clients and their families will be informed of the availability of such assistance free of charge.
Language assistance will be provided through use of competent bilingual staff, staff interpreters, contracts or formal arrangements with local organizations providing interpretation or translation services, or technology and telephonic interpretation services.
All staff will be provided notice of this policy and procedure, and staff that may have direct contact with LEP individuals will be trained in effective communication techniques, including the effective use of an interpreter.
The LCDF d/b/a/ upLFT will conduct a regular review of the language access needs of our
clientele as well as an update and monitor of the implementation of this policy and procedures as necessary.
Procedure:
1. Identifying LEP Person and their Language
LCDF d/b/a upLFT will promptly identify the language and communication needs of the
LEP person. If necessary, staff will use a language identification card (or “I speak
cards”, available online at www.lep.gov) or posters to determine the language. In
addition, when records are kept of past interactions with clients of family members, the
language used to communicate with the LEP person will be included as part of the
record.
2. Obtaining a Qualified Interpreter
Shamika Mamou, 337-504-2314 is responsible for:
a. Maintaining an accurate and current list showing the name, language, phone
number and hours of availability of outside bilingual interpreters.
b. Contacting the appropriate outside bilingual interpreters to interpret in the
event that an interpreter is needed.
c. Lingua Multiligual Services has agreed to provide qualified interpreter
services. The phone number is 337-233-8973. Their hours of availability are
8:00 a.m. to 5:00 pm.
Some LEP Persons may prefer to request to use a family member or friend as in
interpreter. However, family members or friends for the LEP person will not be
used as interpreters unless specifically requested by that individual and after the
LEP person has understood that an offer of an interpreter at no charge to the
person has been made by the facility. Such an offer and the response will be
documented in the persons file. If the LEP person choose to use a family
member or friend as an interpreter, issues of competency of interpretation,
confidentiality, privacy and conflict of interest will be considered. If the family
member ore friend is not competent or appropriate for any of these reason,
competent interpreter services will be provide to the LEP person.
Children and other clients will not be used to interpret, in order to ensure
confidentiality of the information and accurate communication.
3. Providing Written Translation
a. When translation of documents is needed, LCDF d/b/a upLFT will submit documents
for translation into friendly encountered languages to Shamika Mamou. Original
documents being submitted for translation will be in final approved form with updated
and accurate information.
b. LCDF d/b/a upLFT will provide translation of other written materials, if needed, as
well as written notice of the availability of translation, free of charge for LEP
individuals.
c. LCDF d/b/a upLFT will set benchmarks for translation of documents into additional
languages if necessary over time.
4. Providing notice to LEP persons.
LCDF d/b/a upLFT will inform LEP person of the availability of language assistance, free
of charge, by providing written notice in language LEP persons will understand. At a
minimum, notice and signs will be posted in the office.
5. Monitoring Language Needs and Implementation
On an ongoing basis, LCDF d/b/a upLFT will assess changes in demographics, type of
services or other needs that may require reevaluation of this policy and its procedures.
In addition, LCDF d/b/a upLFT will regularly assess the efficacy of these procedures,
including but not limited to mechanisms for securing interpreter services, complaints filed
by LEP persons, and feedback from the community.