Language access plan Flashcards
Who is responsible for notifying the department in case of a conflict of interest or bias on the part of the interpreter?
The supervisor is responsible for notifying the department.
What is the primary priority during criminal interrogations and crime witness interviews?
Accuracy is a priority during these scenarios.
Why is accuracy important during criminal interrogations and crime witness interviews?
Statements may have evidentiary value and impact criminal prosecution.
When should LPDAIs or other language assistance services be used during interrogations or formal statements?
They should be used when legal rights could be adversely impacted.
What materials should be available in the suspect or witness’s primary language during interrogations or taking formal statements?
Miranda warnings and all other vital written materials.
What should be done if an investigation or interrogation is conducted in a language other than English?
Contact the LAC through the chain of command for transcription.
Who will review and respond to all language access complaints within the department?
The department’s Public Integrity Unit (PIU) will review and respond.
When should language assistance services be provided to LEP individuals filing complaints?
Assistance should be provided in their primary language.
What should the Public Integrity Unit investigator use when conducting interviews of LEP complainants or witnesses?
A LPDAI or other language assistance services.
How will the PIU provide notice of the disposition of any LEP complaint?
In the complainant’s primary language.
What should the PIU ensure if formal disciplinary charges result from a LEP complaint?
Language assistance services for any scheduled hearings.
Who will coordinate with the LAC to develop procedures to track complaints involving persons in need of language assistance services?
The Public Integrity Unit will coordinate.
Who is responsible for classifying department documents as vital or non-vital?
The LAC, at the direction of the Chief of Police, is responsible.
What are examples of documents considered vital and must be provided by law?
Complaint, consent, release, or waiver forms.
Who will be responsible for assessing if new department documents should be considered vital and translated?
The LAC will be responsible for this assessment.
What disposition code is used when language services are utilized by officers?
Code 5L
What should be added to the narrative by E911 when language services are used?
A statement describing the language used, services provided, and effectiveness.
How are individuals in need of language assistance tracked at department facilities?
Through an electronic visitor’s log available at public entry points or lobbies.
How should employees indicate the type of language assistance provided in the visitor log?
By specifying how the services were provided, such as Language Line or bilingual officer.
Who is responsible for maintaining records on community review and LEP contact data?
The Language Access Coordinator (LAC)
Which section is responsible for maintaining the LPDAI List for certification?
The Training Section
What is the purpose of the Language Access Plan?
To establish guidelines for effective communication with limited English proficient individuals.
Why is effective communication important according to the policy?
To ensure access to rights, obligations, and services, and to address safety and ethical challenges.
Who appoints the Language Access Coordinator (LAC) in the Lexington Police Department?
The Chief of Police appoints the LAC.
What is the role of a Lexington Police Department Authorized Interpreter (LPDAI)?
To interpret for others in certain situations.
What does LEP stand for?
Limited English Proficient.
What does the LPDAI List consist of?
A list of bilingual department employees authorized to act as interpreters.
What is the responsibility of the Language Access Coordinator (LAC)?
To coordinate and implement all aspects of the department’s services to LEP individuals.
Why should department employees avoid assumptions about an individual’s primary language?
Because an individual’s primary language may not be what is assumed; ascertain to ensure effective communication.
What does ‘Primary Language’ refer to?
An individual’s native tongue or the language in which they most effectively communicate.
What is the purpose of having a Translation Section in the Lexington Police Department Language Access Plan?
Purpose information is missing - please revise the notes to include this section.
What does LEP stand for in the context of language services?
Limited English Proficiency
Why is it important for the Lexington Police Department to provide language services?
To ensure all residents have meaningful access to services and assistance.
What is the responsibility of department employees when encountering LEP individuals?
To attempt to identify the LEP individual’s primary language.
When should telephonic interpretation services like Language Line be used?
During brief encounters or while awaiting in-person interpreters.
What is the interpreter’s role when assisting in police interactions with LEP persons?
To serve as a neutral third party without inserting personal perspective.
How can employees access Language Line Solutions for interpretation services?
By dialing 1-800-523-1786 and providing the required information.
How should interpreters identify themselves?
Interpreters should identify themselves by name and ID number.
What should be documented about interpreters?
Interpreter’s name and ID number should be documented in reports.
What should employees do at the beginning of a call with an interpreter?
Explain the nature of the encounter and any special instructions.
How should employees explain communication methods to interpreters?
Explain methods like passing a handset or using a speakerphone.
What should employees avoid using when working with an interpreter?
Avoid slang, jargon, acronyms, and technical terms.
How should employees indicate the end of a call to an interpreter?
By stating ‘end of call’ when the call is complete.
What should employees do for 3-way calls with limited English proficient individuals?
Use the conference feature to connect to an interpreter first.
In what circumstances can employees use temporary interpreters?
Exigent circumstances may require the use of temporary interpreters.
What should be done once exigent circumstances have passed?
Employees should revert to general procedures or use Language Line service if needed.
When can employees use family, friends, or bystanders for interpreting?
Only in very informal, non-confrontational contexts and for basic information.
What are the E911 responsibilities when dealing with LEP individuals?
E911 should inform officers of LEP individuals, dispatch bilingual officers if available.
What should officers do if they believe there is a conflict of interest with an interpreter?
Consult the highest ranking supervisor to decide if another interpreter is warranted.
How should department employees notify the public about the availability of language assistance services?
Department employees will inform members of the public and post signage.
What should be included in the signage posted at every department facility?
The signage should state that interpreters are available free of charge to LEP individuals.
How is the availability of translated vital forms and documents for LEP individuals communicated?
It is communicated through posted notifications in the most commonly spoken languages.
What training will the department provide to sworn and civilian employees regarding language assistance policies?
The training will cover LEP policies, identifying language needs, accessing interpreters, and cultural sensitivity.
How often should the department conduct training on LEP policies for officers?
Training should be conducted at least every two years for officers.
How are language skills of department employees willing to act as LPDAIs assessed?
Language skills are assessed according to proficiency standards defined by the ACTFL.
What is the objective of the Advanced Language Program (ALP) for LPDAIs?
The objective is to provide assistance in attaining and maintaining a minimum ‘intermediate mid-level proficiency.’
What are some requirements for an LPDAI interpreter to successfully complete ALP training?
They must demonstrate proficiency in both English and the target language and have knowledge of specialized terms.
Who determines into what languages current and new department vital documents should be translated?
The LAC, at the direction of the Chief of Police.
How are translations of documents reviewed and verified for quality?
Translations are reviewed and verified by another qualified translator or by a representative of the LEP group.
What is the responsibility of the LAC regarding translated vital or non-vital documents?
To ensure all translated documents are available to employees and the general public.
Who is responsible for supervising the department’s website content related to serving LEP persons?
The LAC.
What is the process for making requests for translation of non-vital department documents?
Requests must be made to the LAC and approved by the Chief of Police.
What action is taken when correspondence is received in a language other than English?
It will be translated into English, and if a complaint, forwarded to the Public Integrity Unit.
How does the LAC coordinate the translation process for specific documents needed in investigations?
A written request is forwarded to the LAC for review and approval.
What factors are considered in prioritizing non-English translations of documents?
Proportion of LEP persons, frequency of contact with the department, and nature of the documents.
What must interpreters understand and adhere to without deviating into other roles?
Interpreter role
What happens to employees after successful completion of ALP training?
Scheduled for assessment in accordance with ACTFL
What pay will officers placed on the LPDAI List receive?
Specialist pay in accordance with collective bargaining agreements
What should officers receiving specialist pay not refuse to provide when available and requested?
Language assistance
Who is responsible for coordinating the annual refresher training for LPDAIs?
Training Section with assistance from the LAC
How often will LPDAIs be assessed to ensure they meet and maintain the minimum language proficiency level?
Minimum of every 3 years
Who is responsible for maintaining a record of qualifications, training, or certifications of LPDAIs?
Training Section
What is the purpose of the annual review of the LEP population conducted by the LAC?
Update the language access plan with any noted changes
Who is responsible for developing the department’s LEP tracking and data collection procedures?
LAC
What should officers include in an electronic case report when handling assignments involving LEP contacts?
Letters ‘LEP’ along with language used and service provided
