500-13 Use of Interpreters and Translators

Question 1

The Houston Police Department recognizes the diverse nature of the greater Houston community and strives to provide prompt and effective communication between department personnel and those individuals in need of police services, including those persons who are _____ or _____.

The department strives to be in compliance with all local, state, and federal laws consistent with its obligations under Title VI of the Civil Rights Act of 1964 and by Part A, Title II of the Americans with Disabilities Act (ADA).

Answer 1

Deaf or Hard of Hearing (DHH) or limited English proficient (LEP)

Question 2

American Sign Language (ASL).

Answer 2

The predominant sign language of deaf communities in the United States and most English speaking parts of Canada. ASL is the official sign language that is accepted by ADA Title II entities.

Question 3

Auxiliary Aids and Services.

Answer 3

Effective methods of making aurally delivered materials available to individuals with hearing impairments, including deaf service videos, placards, DHH certified interpreters, written notes, video remote interpreting, and qualified employee
interpreters.

Question 4

Deaf or Hard of Hearing (DHH) Certified Interpreter.

Answer 4

A professional interpreter utilized by the department who holds an advanced or master level certification with the Board of Evaluation of Interpreters (BEI) or who is certified through the Registry of Interpreters for the Deaf (RID).

Question 5

Informal Interpreter.

Answer 5

An HPD employee or an age-appropriate friend or family member of a DHH or LEP person who is able to effectively facilitate communication .

Question 6

Limited English Proficient (LEP) Person.

Answer 6

An individual whose primary language is not English and who possesses a limited ability to read , speak, write, or otherwise understand the English language.

Question 7

Qualified Employee Interpreter.

Answer 7

Any employee who has passed the appropriate language proficiency test and is therefore qualified to serve as an interpreter and paid for their proficiency in a language other than English, including ASL.

Question 8

Video Remote Interpreting (VRI).

Answer 8

A video telecommunication service that uses video conferencing through a device to facilitate American Sign Language communication between a DHH person and a DHH certified interpreter.

Question 9

RESOURCES AND TRAINING

It is imperative that all HPD employees are properly trained on how to effectively communicate with DHH and LEP persons. The department shall provide periodic training to employees about the department’s DHH and LEP policies, including how to access department authorized telephonic and in-person language assistance. The department shall conduct such training for new recruits at pre-service training at the Academy and at roll call for officers on a periodic basis as _____

The department strives to foster positive interactions with all members of our community. Therefore, the department shall take reasonable steps to develop in-house language capacity through training and by hiring personnel with language diversity skills . In an effort to improve employees’ ability to independently communicate with LEP persons, HPD offers several foreign-language training curricula in different formats . Employees interested in foreign-language training should _____

Answer 9

1) deemed necessary by the Chief of Police.

2) contact the Training Division for details and scheduling.

Question 10

RESOURCES AND TRAINING

The following department resources are available for communicating with DHH or LEP persons:

a. Qualified Employee Interpreters: The department has qualified employee interpreters who provide language assistance for all department approved languages including ____.
b. Foreign Language Identification Flashcards: Foreign language identification flashcards (“I Speak” cards) that allow LEP persons to select their primary language from a list of ___different languages, to assist employees in identifying the language if interpretation services are needed.
c. Department Forms: In an effort to provide assistance to LEP persons, many common police-related forms are available in other languages. Employees shall check the department’s Intranet Portal or the concerned division to determine _____
d. Interpreter Services: The department maintains a contract for translation services by _____.
e. Language Line: The department maintains a contract for translation services with _____ for professional interpreters in over 240 languages, available to the department via telephone.
f. LEP Posters: LEP posters are displayed in public areas of all HPD buildings. These posters _____ and advise persons that language assistance is available upon request.
g. Video Remote Interpreting (VRI): _____ interpreters are available through VRI services which are provided throughout the department.

Answer 10

1) ASL
2) 38
3) which translated forms are available.
4) professional interpreters
5) Language Line Solutions
6) list different languages
7) DHH certified

Question 11

RESOURCES AND TRAINING

Desk or intake employees, as well as shift supervisors, shall familiarize themselves with the _____. Instructions for VRI device usage shall be situated next to each VRI device.

Answer 11

usage and location of the VRI device that is in or nearest to their division

Question 12

RESOURCES AND TRAINING

Malfunctions discovered with the VRI device during regular business hours shall be reported to the divisional technology coordinator and a shift supervisor. If malfunctions are discovered after regular business hours, the malfunction shall be reported directly to the _____ and to a shift supervisor.

Technology coordinators in any division that has a VRI device shall ensure that the device is operable. The device shall be tested at minimum _____ and the test shall be recorded in the usage log that should always be located next to the device. The divisional technology coordinator shall contact the Office of Technology Services for any further troubleshooting issues.

During shift transition, the supervisors working the shift in which the malfunction was discovered shall ensure that _____ and shall inform the relieving shift supervisors of any malfunctions of the VRI device.

_____ who have managerial oversight over a VRI device shall ensure that the division’s technology coordinator maintains the device for operational readiness.

Answer 12

1) Office of Technology Services
2) once a month
3) a work order number is posted on the device
4) Division commanders

Question 13

FIELD RESPONSE

Department employees shall focus on establishing effective communication upon becoming aware of a DHH or LEP person, whether at the scene of a call for service, on-view incident, or simply interacting with a member of the public. While this may require utilizing an informal interpreter, effective communication may be achieved through a series of written notes, gestures, and lip reading in some situations. Officers shall _____.

When an officer is unable to communicate effectively with a DHH or LEP person, the officer may ask an age-appropriate citizen for assistance as an informal interpreter. If an emergency exists, employees shall act in the best interest of the DHH or LEP person. Employees shall use_____

Answer 13

1) consider the DHH person’s preferred choice of communication
2) the most reliable, temporary language assistance available to obtain basic facts at the scene.

Question 14

FIELD RESPONSE

On-Duty Qualified Employee Interpreters for LEP or DHH Persons

If no one is able to assist at the scene, the officer shall ask the dispatcher to send out a request for an on-duty qualified employee interpreter to make the scene and assist with gathering general information.

Dispatchers have the authority to dispatch the following on-duty qualified employee interpreters in the following order:

a. Officer within ____.
b. Officer within ____.
c. Civilian employee _____.
d. Civilian employee _____.
e. Any _____.
f. Any _____.

An employee responding to assist the primary officer shall obtain a supervisor’s approval if responding from a different division.

Answer 14

a. Officer within the beat.
b. Officer within the district.
c. Civilian employee within the beat.
d. Civilian employee within the district.
e. Any on-duty officer.
f. Any on-duty civilian employee.

Question 15

FIELD RESPONSE

Off-Duty Qualified Employee Interpreters or Professional Interpreters

If an on-duty qualified employee interpreter is not available to communicate with a LEP or DHH person, employees shall contact an on-duty supervisor who shall determine if an off-duty qualified employee interpreter or professional interpreter is needed. If the supervisor determines that there is a legitimate need, the supervisor shall then _____

Answer 15

contact or have the dispatcher contact the Crime Analysis & Command Center Division (Command Center) to have one assigned.

Question 16

FIELD RESPONSE

Off-Duty Qualified Employee Interpreters or Professional Interpreters

Subject to the specific guidelines in this General Order regarding DHH persons, the Command Center should assign the below listed interpreters in the following order:

a. Any _____.
b. Any _____.
c. Use of a _____ for DHH persons, if the on-scene supervisor determines that an on-scene interpreter is not necessary.
d. Use of the _____ for LEP persons, if the on-scene supervisor determines that an on-scene interpreter is not necessary and if approved by the requesting employee’s shift commander.
e. A _____, if the on-scene supervisor determines that an on-scene interpreter is necessary and if approved by the requesting employee’s division commander.

Employees must be aware that having a professional interpreter come to the scene is a lengthy process; it may take several hours before one arrives.

Answer 16

1) off-duty officer
2) off-duty civilian employee
3) VRI device
4) Language Line service
5) professional interpreter

Question 17

DHH Certified Interpreters

When an officer is at a scene for a Class B misdemeanor or higher offense involving a primary complainant, witness, or suspect who is DHH , the officer shall either use a VRI device or _____. A qualified employee interpreter who is not a DHH certified interpreter shall not provide translation in these situations. Employees should respect the DHH person’s preference regarding a VRI or an in-person DHH certified interpreter whenever possible, but shall not _____

Answer 17

1) contact the Command Center to request a DHH certified interpreter
2) unnecessarily delay an investigation to do so.

Question 18

DHH Certified Interpreters

Officers shall use a VRI device or an in-person DHH certified interpreter as soon as possible at the scene, hospital, or at the Joint Processing Center (JPC), if a DHH person is _____ or _____. This requirement also applies when the DHH person is a juvenile.

Answer 18

1) under arrest for a Class B misdemeanor or higher offense

2) is being given the statutory DWI warning for an intoxilyzer, blood, or urine test

Question 19

Arrest

If an officer arrests or transports a DHH or LEP person, the officer shall advise the suspect of the reason for the arrest in the most effective means of communication reasonably available. The officer shall _____when placing the suspect in jail.

Answer 19

verbally advise the HPD JPC supervisor that the suspect is a DHH or LEP person

Question 20

Routine Traffic Citations and Crash Investigations

An officer issuing a traffic citation may be able to effectively communicate using an informal interpreter, written notes, and/or information obtained via documents produced by the driver. If further investigation is necessary to complete the law enforcement interaction, then the officer shall _____

Answer 20

request a qualified employee interpreter.

Question 21

Routine Traffic Citations and Crash Investigations

When documenting a traffic crash investigation involving a DHH or LEP person, employees shall list the following in the body of a report and/or traffic citation:

a. The_____ used or needed to communicate with the DHH or LEP person.
b. That an _____ was used or is needed for further investigation.
c. Pertinent information about the _____, including the person’s name, address, telephone contact information, and license or certificate numbers.

Answer 21

1) language and dialect
2) interpreter
3) interpreter

Question 22

INVESTIGATION RESPONSE

Investigations may require the use of an interpreter in order to properly protect the rights of the suspect and/or to ensure the accuracy of the information provided by a DHH or LEP person, whether a complainant, suspect, or witness. Although the DHH or LEP person may approve the use of an informal interpreter or qualified employee interpreter to facilitate communication when filing a report, police personnel shall _____ if necessary to protect the integrity of the report.

Answer 22

arrange an interview with a professional interpreter

Question 23

INVESTIGATION RESPONSE

Investigators who need an interpreter shall follow the guidelines set forth in Section 2, Field Response. Investigators shall use an on-duty qualified employee interpreter whenever possible before using an off-duty qualified employee interpreter or a professional interpreter. If a professional interpreter is warranted, investigators shall _____ and _____. If a specific interpreter is needed, the investigator shall request the Command Center to contact that interpreter.

Answer 23

1) obtain approval of the investigator’s division commander

2) contact the Command Center to have one assigned

Question 24

INVESTIGATION RESPONSE

If a qualified employee interpreter is utilized to assist in the investigation , the entire interview shall be_____ and the DHH or LEP person shall be informed of the qualified employee interpreter’s dual role.

Answer 24

audio and video recorded

Question 25

Complaints

When handling a complaint involving an LEP or DHH person, intake employees shall use a qualified employee interpreter if possible. If no such interpreter is available, intake employees may use the Language Line for LEP persons if _____ and may use a VRI device for DHH persons. The intake employee shall translate written communications regarding complaints with LEP complainants and witnesses into that person’s primary language.

Answer 25

approved by the shift commander

Question 26

Investigations Involving DHH Persons

Officers shall use a VRI device or an in-person DHH certified interpreter by scheduling an interview at a mutually agreeable date and time if a DHH person is:

a. Involved in a _____.
b. Suspected of a ____.
c. Suspected of committing a Class B or higher offense and _____
d. Giving a _____ statement.

Employees should respect the DHH person’s preference regarding a VRI or an in-person DHH certified interpreter whenever possible, but shall not unnecessarily delay an investigation to do so. The investigating division is responsible for ensuring that a DHH certified interpreter is used to communicate with the DHH person in all of the above circumstances. This requirement does not preclude field units from using auxiliary aids and services to obtain basic and/or emergency information.

The above requirements also apply when the DHH person is a juvenile.

Answer 26

1) crash involving serious injuries
2) felony offense
3) is being interrogated under conditions requiring Miranda warnings.
4) sworn oral or sign language

Question 27

Employee Services Division

The _____ shall maintain an accurate and current list of all qualified employee interpreters. The ESD shall provide the current list to the Command Center on at least a _____ basis.

Answer 27

1) Employee Services Division (ESD)

2) quarterly

Question 28

Office of Planning & Data Governance

On an annual basis, the Office of Planning & Data Governance (OPDG) shall determine whether _____. The OPDG shall assess demographic data, review utilization of contracted language access services, and periodically consult with community based organizations in order to determine if there are additional languages into which vital documents should be translated.

The OPDG shall serve as the custodian of all vital documents that have been translated. If an LEP person seeks information about a document that is not translated into his or her primary language, the department shall then _____

Answer 28

1) specific vital documents should be translated into additional languages
2) provide competent oral interpretation of that document in the LEP person’s primary language.

Question 29

Alternative Dispute Resolution Unit

The ADA coordinator is a departmental representative designated by the Chief of Police and is the_____. Personnel in the Alternative Dispute Resolution (ADR) Unit, including the ADA coordinator, shall review grievances concerning the _____. ADR Unit personnel may visit locations that have a VRI device to ascertain operability and accessibility. All employees, regardless of rank, shall cooperate with ADR Unit personnel.

Answer 29

1) lieutenant over the department’s ADR Unit

2) availability and/or use of auxiliary aids and services

Question 30

COMPENSATION

The department provides incentive pay to qualified employee interpreters whose language skills are deemed_____

Off-duty employees called to duty to provide language assistance shall be compensated according to General Orders 300-07, Overtime Compensation - Classified, and 900-07, Overtime Compensation - Civilian. Compensation shall be authorized from the time the employee receives the notification to no more than one hour past the end of the call-up assignment. Overtime compensation shall be handled by the qualified employee interpreter’s division. To verify these times, the employee’s supervisor shall contact the Command Center.

Divisions requesting the services of a professional interpreter other than a VRI shall be responsible for the _____.

Answer 30

1) critical to the mission of their job assignment.

2) interpreter’s fee