200506 LANGUAGE SURVEY TRAINING Bilingual Services Program June 23, 2005

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2005-06 LANGUAGE SURVEY TRAININGBilingual
Services ProgramJune 23, 2005
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2005-06 LANGUAGE SURVEY TRAININGDymally-Alatorre
Bilingual Services Act (Act)

• The Act (Government Code Section 7290-7299.8)
  became law in 1973. The intent of the Act was to
  provide for effective communication between all
  levels of government in the state and the people
  of the state who are precluded from utilizing
  public services because of language barriers.
• The Act requires every state agency to conduct a
  survey to identify the public it serves, the
  language(s) spoken, and the bilingual resources
  available to ensure equal access.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Requirements

• The Act requires each state agency to
• Conduct a biennial statewide language survey of
  each local office over a non-consecutive two-week
  survey period as follows
• Each survey week must be at least five working
  days.
• Include one peak work week and one non-peak work
  week.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Requirements

• Generally, should not be conducted during the
  following weeks
• July 4-8 September 5-9 October 10-14 November
  7-11 21-25 December 19-30 January 2-6
  16-20 and February 13-24.
• Calculate the percentage of non-English-speaking
  people served by each local office by rounding
  the percentage to the nearest whole percentage
  point.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Requirements

• Departments must utilize the SPBs automated
  language survey system to enter their survey data
  and produce reports.
• Report the survey results, on forms provided by
  the SPB, and deliver to the Board no later than
  March 31st of every even-numbered year.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Coordinators

• Complete and submit the Form A Departmental
  Information to the SPB by July 29, 2005.
• If the department determines it meets the
  criteria for an exemption
• Submit a completed and signed Form G, Exemption
  Request to the SPB no later than October 31,
  2005.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Coordinators

• Respond accurately and fully to each section and
  attach all required documentation.
• Participate in the language survey if a complete
  and accurate exemption request is not received by
  the SPB before October 31, 2005.
• Select two non-consecutive weeks for the language
  survey, subject to requirements previously
  discussed.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Coordinators

• Log onto SPBs automated system
• Check Master User and Reporting Assistant Log-on
  IDs, Passwords and update, as necessary.
• Enter survey weeks into system.
• Define scope of survey
• Identify public contact units and employees.
• Review unit information in automated system and
  revise/add unit data, as needed.

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2005-06 LANGUAGE SURVEY TRAININGLanguage
Survey Coordinators

• Conduct training for all public contact staff,
  and/or develop written procedures for conducting
  an accurate survey.
• Complete and distribute forms to all reporting
  assistants, units, and/or public contact
  employees.
• Collect completed forms at end of week and/or
  survey, as applicable.

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2005-06 LANGUAGE SURVEY TRAININGLanguage
Survey Coordinators

• Summarize employee information onto unit summary
  forms, as applicable.
• Enter survey data and information into the
  automated system.

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2005-06 LANGUAGE SURVEY TRAININGLanguage Survey
Forms

• Form A Contact Information for 2005-06 Language
  Survey
• Transmits departments Language Survey
  Coordinators contact information.
• Transmits departments intent to request an
  exemption from participation, as applicable.
• Due to the SPB by July 29, 2005.
• Serves as departments point of contact for the
  language survey and SPB information.

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2005-06 LANGUAGE SURVEY TRAININGLanguage Survey
Forms

• Form B Public Contact Tally Sheet (Verbal
  Contacts) including American Sign (ASE) and
  TDD/TTY contacts.
• Each public contact employee receives two tally
  sheets (one for each survey week).
• Only verbal, ASE and TDD/TTY contacts are to be
  recorded on the tally sheet. (Written contacts
  are counted on Form I).

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2005-06 LANGUAGE SURVEY TRAININGLanguage Survey
Forms

• Form C Public Contact Employee Information
• Each public contact employee completes one Form
  C.
• Revised to include employees written/
  translation certification information.
• All Forms C must be submitted to the SPB with the
  departments language survey package.

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2005-06 LANGUAGE SURVEY TRAININGLanguage Survey
Forms

• Form D Unit Staff Summary that summaries the
  language fluency information reported by all
  public contact staff in each unit, as reported on
  the Forms C.
• Report staffs oral bilingual fluency information
  only onto the Form D.
• Written/Translation certification will be
  collected by SPB from the Forms C, as applicable.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Forms

• Form E Unit Contact Summary that summaries all
  employees verbal, American Sign and TDD/TTY
  public contacts reported on the Forms B.
• Report only Form B contacts onto the Form E.
• Written contacts will be collected from the Forms
  I, as applicable, by the SPB.

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2005-06 LANGUAGE SURVEY TRAININGLanguage Survey
Forms

• Form F Internal Population Counts Ratios
• This form is only completed by those departments
  that serve internal populations (e.g., patients,
  wards, students).
• Report population counts, by language spoken and
  the public contact staff that provide direct
  services to population, by bilingual fluency.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Forms

• Calculate patient-to-staffing ratios.
• Determine what, if any, additional staffing
  and/or bilingual resources are required.
• For any ratios that are below English language
  ratio, attach a written plan that details how the
  department meets its responsibilities for
  providing an appropriate level of language access.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Forms

• Form G Request for Exemption is required for
  any state agency that wants to request
  non-participation in the language survey. To
  qualify for an exemption
• Meet Government Code Section 7299. 4 or is not
  subject to the Act.
• Participated in the 2003-04 Language Survey or a
  new state agency established after March 31,
  2004.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Forms

• Provide the required information and documents to
  the SPB.
• Deliver a Form G to the SPB prior to October
  31, 2005.
• No Exemption request will be considered if it is
  incomplete on, or received after, the above due
  date.

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2005-06 LANGUAGE SURVEY TRAINING Language
Survey Forms

• Form H Language Code Guide with Summer
  Institute of Linguistics (SIL) International
  three letter codes.
• Updated codes with latest revisions
• Additional language codes and explanations
  available on Ethnologue web site at
  http//www.ethnologue.com/language_code_index.asp
• All information entered into automated system
  must match codes/language names.

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2005-06 LANGUAGE SURVEY TRAININGLanguage Survey
Forms

• Form I Unit Written Contact Tally Sheet
  Summary is utilized to collect and report summary
  information on the written public contacts
  received by each public contact unit
• The individual(s) that receive the written
  documents, should complete a Form I. This may or
  may not be the individual(s) that translate the
  document.
• Multiple Forms I for any one unit should be
  summarized onto one Form I for the entire unit.

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2005-06 LANGUAGE SURVEY TRAININGLanguage Survey
Forms

• The SPB will develop a table outside of the
  language survey system to enter and report the
  Form I information.
• All summary Forms I, as applicable, must be
  submitted to the SPB with the departments
  language survey package.

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2005-06 LANGUAGE SURVEY TRAINING Other Survey
Documents

• In addition to the Forms A-I, state agencies may
  also need to utilize other SPB forms and
  documents in conducting its survey and reporting
  its results to the SPB. These include
• Frequently Asked Questions. This document
  contains FAQs and responses related to the
  language survey process. This may be helpful to
  include as part of your survey training and/or
  included in the written instructions provided to
  public contact employees.

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2005-06 LANGUAGE SURVEY TRAINING Other Survey
Documents

• Language Identification Guide. This updated
  document contains 36 Point to Your Language
  prompts that public contact employees can utilize
  to identify customers native languages.
• Identifying Bilingual Position Needs and
  Calculating Deficiencies. This document explains
  how the automated language survey system
  calculates deficiencies.

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2005-06 LANGUAGE SURVEY TRAINING Other Survey
Documents

• Language Survey Check List. This document
  identifies all of the information the department
  is required to submit as a part of its 2005-06
  language survey package. This should be used as
  the cover sheet for transmitting your survey
  package to the SPB.
• Bilingual Services Act Compliance Report,
  Deficiency Report Corrective Action Plan, and
  Recommended Staffing Summary Plan for Delivery
  of Services.

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2005-06 LANGUAGE SURVEY TRAININGCompliance
Report

• The Compliance Report document must be completed
  by all state agencies participating in the
  survey, including the Deficiency and Recommended
  Staffing Plans, as applicable.
• The report is in MS Word format and you must have
  access to this software to complete the document.
• All department must submit an electronic version
  of the report on 3.5 diskette, CD, or e-mail to
  bilingual_at_spb.ca.gov.
• Automated report tables will insert survey data
  directly into tables, as applicable.

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2005-06 LANGUAGE SURVEY TRAININGAutomated
Language Survey System

• The SPB maintains the automated language survey
  system that is utilized by state departments to
  collect and report survey data.
• All users must have a user ID and password to
  access the survey system.
• Minor changes have been made to the survey
  system, which include
• Fields for entry of employee bilingual pay
  information, by language.

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2005-06 LANGUAGE SURVEY TRAININGAutomated
Language Survey System

• Updated three letter language codes
• Additional Reports to reflect
• Bilingual Pay data, by language
• Unit and County reports
• Data tables for insertion into Compliance Report,
  Deficiencies and Recommended Staffing Plans.

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2005-06 LANGUAGE SURVEY TRAININGAdditional
Information

• SPB Memorandum No. 05-04 Training Sessions.
• Department and Community-Based Organizations
  (CBOs) Task Forces.
• New/Updated Language Survey System Advisory
  Committee.
• BSP Resources Order Form

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2005-06 LANGUAGE SURVEY TRAININGQuestions
Information Sharing

• Open Forum - Questions from attendees and sharing
  of information between departments.

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2005-06 LANGUAGE SURVEY TRAINING Contact
InformationBilingual Services Program

• Debbie Santos-Silva (dsantos-silva_at_spb.ca.gov)
• Juana Lopez-Rodriguez (jlopez-rodriguez_at_spb.ca.gov
  )
• Duc Tran (dtran_at_spb.ca.gov)
• Amy Leung (aleung_at_spb.ca.gov)
• Henry Montes (hmontes_at_spb.ca.gov)
• Sofia Lopez-Guerrero (slopez-guerrero_at_spb.ca.gov)
• Suzanna Tovar (stovar_at_spb.ca.gov), Clerical
  Support
• [phone]
• [phone] TTY
• bilingual_at_spb.ca.gov

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2005-06 LANGUAGE SURVEY TRAINING

• THANK YOU FOR ATTENDING