§ 91.5. TRANSLATION OF MATERIALS AND SIGNAGE.

(a) Except as provided in subsection 91.5(g), Departments shall translate the following written materials that provide vital information to the public about the Department's services or programs into the language(s) spoken by a Substantial Number of Limited English Speaking Persons: applications or forms to participate in a Department's program or activity or to receive its benefits or services; written notices of rights to, determination of eligibility for, award of, denial of, loss of, or decreases in benefits or services, including the right to appeal any Department's decision; written tests that do not assess English language competency, but test competency for a particular license or skill for which knowledge of written English is not required; notices advising Limited English Speaking Persons of free language assistance; materials, including publicly-posted documents, explaining a Department's services or programs; complaint forms; any other written documents related to direct services to the public that could impact the community or an individual seeking services from or participating in a program of a Department. Notwithstanding the requirements of this subsection 91.5(a), translation of public hearing notices, agendas, and minutes shall be governed by Section 91.7 of this Chapter.

(b) Departments that post signage that provides information to the public with respect to the Department's Service or Program shall make good faith efforts to translate those materials in the languages as prescribed by a Substantial Number of Limited English Speaking Persons.

(c) Departments shall prioritize the translation of written materials by giving highest priority to materials that affect public safety and critical services.

(d) Departments shall post notices in the public areas of their facilities in the relevant language(s) indicating that written materials in the language(s) and staff who speak the language(s) are available. The notices shall be posted prominently and shall be readily visible to the public.

(e) Departments shall ensure that their translations are accurate and appropriate for the target audience. Translations should match literacy levels of the target audience.

(f) Each Department shall designate a staff member responsible for ensuring that all translations of the Department's written materials meet the accuracy and appropriateness standard set in subsection (e) of this Section 91.5. Departments are encouraged to have their staff check the quality of written translations, but where a Department lacks biliterate personnel, the responsible staff member shall obtain quality checks from external translators. Departments may contact OCEIA for assistance in locating a qualified translator or translation equipment. Departments are also encouraged to solicit feedback on the accuracy and appropriateness of translations from bilingual staff at community groups whose clients receive services from the Department.

(g) Prior to July 1, 2016, subsection 91.5(a) shall not apply to Departments that are required under Section 91.12(a) to submit their initial Compliance Plans on October 1, 2016. Thereafter. Section 91.5(a) shall apply to all City Departments. But prior to July 1, 2016, any Department not subject to subsection 91.5(a) shall translate into the language(s) spoken by a Substantial Number of Limited English Speaking Persons all publicly-posted documents that provide information (1) regarding the Department's services or programs, or (2) affecting a person's rights to, determination of eligibility of, award of, denial of, loss of, or decreases in benefits or services.

(Added as Sec. 91.4 by Ord. 126-01, File No. 010409, App. 6/15/2001; amended by Ord. 202-09, File No. 090461, App. 8/28/2009; redesignated and amended by Ord. , File No. 141149, App. 3/12/2015, Eff. 4/11/2015)

(Former Sec. 91.5 redesignated as 91.6 by Ord. , File No. 141149, App. 3/12/2015, Eff. 4/11/2015)