Purpose

The purpose of this Language Access Plan (LAP) is to establish procedures and provide guidance in developing and implementing reasonable efforts to eliminate or reduce “Limited English Proficiency” (LEP) as a barrier to admission and participation in Chemeketa Community College’s programs and activities. The language access plan requires periodic examination of  the communities served by the college and the development and implementation of a system by which LEP persons can have meaningful access to those services as required by law.^[1]

Key Terms

The following are terms associated with the goals of Chemeketa’s Language Access Plan and its implementation:

Interpretation: Interpretation involves oral communication and the immediate communication of meaning from one language into another. An interpreter conveys meaning orally. From the standpoint of the user, a successful interpretation is one that faithfully and accurately conveys the meaning of the source language orally, reflecting the style and cultural context of the source message, without omissions, additions, or embellishments on the part of the interpreter. Professional interpreters are subject to specific codes of conduct and should be trained in interpretive skills, ethics, and subject-matter language. The different modes of interpretation follow:

• Simultaneous interpretation: a mode of interpretation commonly used in large-scale meetings, conferences, trainings, and presentations. The simultaneous interpreter listens to the speaker and simultaneously interprets the message from the source language to the target language. One-way microphone systems are often used for settings that need simultaneous interpretation.
• Consecutive interpretation: a mode of interpretation that is commonly used in small-scale meetings. The consecutive interpreter waits for the speaker to finish a sentence or an idea, and then renders the speaker’s words into the target language.
• Remote/distance interpretation: a mode of interpretation that uses technology, usually phone or tablet, to remove communication barriers. The use of technology does not require the interpreter to be in the same location as the two speakers needing language support.
• Sight translation: the oral rendering of written text into spoken language by an interpreter without change in meaning based on a visual review of the original text or document.

Language support services: oral and written language services that help LEP individuals and non-LEP individuals communicate effectively. Interpretation and translation are commonly referred to as language support services in this document.

Limited English Proficient (LEP): Individuals who do not speak English as their primary language and who have a limited ability to read, speak, write or understand English can be limited English proficient. 

Meaningful Access (for LEP audiences): represents access to Chemeketa programs, activities, and services that are not substantially restricted, delayed or inferior as compared to programs or activities provided to English proficient individuals.

Reasonable Steps: the intentional and appropriate measures and resources used by Chemeketa to address access barriers to information and participation in educational programs. Chemeketa has established a two-part process as outlined within this plan.

Translation: written communication from one language to another. Translation services do not occur in real-time. Chemeketa employees utilizing interpreters and translation services should request information about certification, qualifications, experience, and training.

• Machine Translation: the translation of a text from one language to another by a computer software without human involvement.

Vital Document: Paper or electronic written materials that contain information that is critical for accessing a program or activity, or is required by law, such as consent forms, applications, and notices of rights.

Plan

Chemeketa adopts the following specific process to provide meaningful access for LEP individuals to its programs and activities within the state of Oregon by providing quality language assistance services in a timely manner. In this regard, the primary goal of this plan is to provide meaningful access to Chemeketa programs, benefits, and services, and maintain compliance with civil rights laws by communicating effectively with LEP individuals in languages other than English.

To meet this standard, the college will use the following two-part process:

1. Identify Community of Limited English Proficiency: on an annual basis, the College will conduct a needs assessment referring to district and enrollment demographics to identify the most common and the most critical language access needs in its service area. As a general rule, when the LEP population of speakers of a specific language reaches 5% of the service district population, documents will be translated into that language.
2. Communication: Provide comprehensive information on both translation and interpretation processes and resources on a regular basis through employee training, maintaining a webpage, and publicizing its non discrimination notice.

Language Assistance Resources and Measures

Regardless of the type of language services provided, quality and accuracy of those services are critical to avoid potential consequences to both LEP individuals and Chemeketa. The correct mix of interpretation and translation services should be based on what is necessary while providing meaningful access to LEP individuals.

• Real-time telephonic interpretation services:

Lingualix: https://www.lingualinx.com/ or 518.388.9000
The College has a contract with this provider for both translations and interpretations
Please contact Ian Snyder 503.399.5142 or ian.snyder@chemeketa.edu for more information

• Professional translations of vital documents: In the languages most commonly spoken in the district, the College will provide the following vital documents:
  • Enrollment, admissions, and financial aid information
  • Student-related financial policies
  • Scholarship information
  • Grievance procedures and notice of nondiscrimination
  • Language assistance information
  • Student Rights and Responsibilities
  • Brochures and other recruitment materials for programs where LEP students are underrepresented
  • Safety information

Machine translations may be used with caution. Consideration for privacy and confidentiality must be maintained as well as the level of importance of the information being communicated. High-risk communication, such as texts that have high visibility and miscommunication could result in a negative consequence should always be professionally translated. Low-risk communication or texts that do not contain sensitive, private or confidential information, have low visibility, are consulted only occasionally, or are for informational purposes only may be machine-translated. (See policy #2215 on Generative Artificial Intelligence)

Front-line staff will be instructed on how to assist customers with language access services.

Front-line staff will be provided with resources and instructions on how to respond to LEP individuals, such as:

• Chemeketa’s Language Access Plan
• List of employees who are designated as bilingual and are able to assist with interpretations. While bilingual staff would only be used to interpret if they are qualified to do so, soliciting the assistance of bilingual staff would be a helpful interim measure while certified translation/interpretation services are being secured.
• The name of the approved vendor to secure translation services.

Notice to LEP Persons

Chemeketa’s nondiscrimination statement will include a link to information about language access.

Employee Training

Employee training is an important step to provide meaningful access to LEP individuals. Training will be mandatory for staff with the potential to interact or communicate with LEP individuals, staff whose job it is to arrange for language assistance services, and managers. Even if management staff may not interact regularly with LEP persons, they should be fully aware of, and understand the plan so they can reinforce its importance and ensure its implementation by employees. All employees will periodically receive updated information – particularly as language access methods evolve.

Contact Information and Assistance

For more information about Chemeketa’s Language Access Plan, the public may contact the Culture & Community Engagement department at 503.365.4723.

^[1] Title VI of the Civil Rights Act of 1964 • Executive Order 13166 (2000) • Memoranda to Federal Department Heads from Attorney General (2010, 2011) • The Department of Agriculture’s (USDA) Final Guidance to Federal Financial Assistance Recipients Regarding the Title VI Prohibition Against National Origin Discrimination Affecting Persons with Limited English Proficiency (2014) • The National Institute of Food and Agriculture’s (NIFA) Limited English Proficiency (LEP) Implementing Strategy for Federally Assisted Programs (2016)  • Guidelines for Vocational Education Programs

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