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The Equal Employment
Language Assistance Plan (LAP)
Ames Research CenterEqual Opportunity Programs Office
December 2004
Language Assistance Plan (LAP)Accommodating Persons with Limited English Proficiency
In NASA-Conducted Programs and Activities
Name and Title of Responsible Official:Adriana Cárdenas
Director of Equal Opportunity Programs Office
NASA Ames Research Center
Approved by:G. Scott Hubbard
Center Director
NASA Ames Research Center
1.Purpose
The NASA Ames Research Center (ARC) Language Assistance Plan (LAP) is prepared in compliance with Executive Order 13166, entitled "Improving Access to Services for Persons with Limited English Proficiency." The purpose of the executive order is to improve access to federally conducted and assisted programs for persons who, as a result of national origin, have Limited English Proficiency (LEP).
ARC has developed the LAP as a guide to use when preparing its federally conducted programs and activities to ensure access by LEP persons and to assist in fulfilling its responsibilities to LEP persons.
2.Scope
The LAP administered by the ARC Equal Opportunity Programs Office (EOPO) has examined the services it provides and will, on an on-going basis, develop and implement a system by which LEP persons can meaningfully access those services consistent with, and without unduly burdening, the fundamental mission of the Center.
The ARC LAP will focus on two primary impact points where the highest probability for LAP implementation exists, including Zone 1 (Public) and Zone 2 (Government), of the Science Communications Working Group Final Report (Chart 1). The LAP will focus on the LEP population in the state of California, Santa Clara County and other LEP populations, as they interface with ARC. Our research (primarily from the 2000 U.S. Census) indicates that the California minority population is comprised of 32.4 percent Hispanics and 18.2 "other," The Santa Clara County population, which is where ARC is located, is comprised of 20.1 percent Hispanics, 21.7 percent Asian and Native Hawaiian and Other Pacific Islander's and 10.1 percent "other." ARC will primarily focus on the Spanish and Asian speaking populations since they are the largest LEP groups in the demographic area.
3. References
Section 601 of Title VI of the Civil Rights Act of 1964, 42 U.S.C. Section 2000d.
Regulations implementing Title VI provided in part at 45 C.F.R. Section 80.3 (b).
Executive Order 13166 entitled "Improving Access to Services for Persons with Limited English Proficiency."
NASA Policy Directive 2081.1, effective February 17, 2004 (Nondiscrimination in Federally Assisted and Federally Conducted Programs of
NASA-Delegation of Authority), expires March 15, 2007.
4. Background
According to the 1990 Census, English is spoken by 95 percent of U.S. residents. Of those U.S. residents who speak languages other than English at home, the 2000 Census reports that 57 percent above the age of 4 speak English; however, the U.S. is home to millions of individuals who are "limited English proficient." That is, those persons cannot speak, read, write, or understand the English language at a level that permits them to benefit from NASA-conducted programs and activities.
Accommodations of LEP persons through the provision of effective language assistance, will allow ARC to meet its obligations under Executive Order 13166.
The policy guidance is also consistent with a Department of Justice (DOJ) directive, noting that recipients of federal financial assistance have an obligation, pursuant to Title VI of the Civil Rights Act of 1964, as amended, and its prohibition against national origin discrimination, to provide oral and written language assistance to LEP persons.
The policy guidance is also consistent with a government-wide Title VI regulation issued by DOJ in 1976, "Coordination of Enforcement of Nondiscrimination in Federally Assisted Programs," 28 C. F. R. Part 42, Subpart F. That regulation addresses the circumstances in which recipients must provide written language assistance to LEP persons. Executive Order 13166 requires federal agencies to adopt the same principles and requirements applied to federal recipients of financial assistance in the conduct of their respective programs and activities.
On January 12, 2001, NASA Administrator Dan Goldin signed the NASA Language Assistance Plan for Accommodating Persons with Limited English Proficiency in NASA-Conducted Programs and Activities. The Plan establishes the goal for each NASA Center, including Headquarters, to provide quality language assistance to LEP persons, as appropriate, in its respective programs and activities.5. Quality Records and Forms
None required for this work instruction.
6. Definitions
6.1 Limited English Proficient (LEP) persons - a person who lives in the U.S. who cannot speak, read, write, or understand the English language at a level that permits him/her to interact effectively with health care providers and social service agencies. Because of these language differences and their inability to speak or understand English, LEP persons are often excluded from programs, experience delays or denials of services, or receive care and services based on inaccurate or incomplete information.
6.2 Language Assistance Plan (LAP) - A plan that is developed and implemented by each Federal Agency to "Improve Access to Services for Persons with Limited English Proficiency," mandated by Executive Order 13166 and administered by the DOJ.
6.3 Science Communication Working Group (SCWG) - The SCWG was initiated in 1995 by the NASA Chief Scientist in response to suggestions from a forum chaired by the NASA Administrator and Dr. Carl Sagan, in which several participants raised concerns that NASA's scientific knowledge was difficult to obtain. The resulting report acknowledged the work of the group and demonstrated where their work fit in the scope of NASA's communication efforts within Zones.
1: Public -Laymen, Interested/Knowledgeable, Unknowledgeable; Zone
2: Government - Libraries/Museums/Planetariums, Education, Publishers, Media; Zone
3: Industry - Applications/Technology Transfer; and, Zone
4: Research - community/Science Institutes.
6.4 Vital -The DOJ defines programs and activities that are a matter of life or death versus programs and activities open to the public and considered informational background only and are therefore not vital.
7. Responsibilities
7.1 Senior Center Management
Senior Center Management is ultimately responsible for:Creating the organizational climate
Influencing the organizational culture
Allocating the resources at ARC necessary to implement the LEP LAP
7.2 ARC Employees
ARC employees are responsible for seeking reasonable avenues available to them to comply with LEP requirements.
7.3 ARC Organizations
The following organizations have primary responsibility for the preparations and dissemination of information to Zones 1 and 2: The EOPO will administer the LAP and will be responsible for updating the plan, as required.The Public Affairs Office (Code DX) has a variety of services and products designed to present and distribute information to the public, including media services, Web site development, and maintenance and out-reach to the community.The Education Office (Code DP) develops, uses, and disseminates instructional materials and manages programs in support of education and outreach.The Human Resources Division, Training and Development Group, develops, uses, and disseminates instructional materials and manages programs in support of education and outreach. The Information Sciences and Technology provides institutional computer services and advice in the development and implementation of electronic communication systems, including those to the external community.
7.4 NASA Headquarters
NASA's organizational structure encompasses corporate, Agency-wide management and the management of the NASA Aerospace Technology (AST) Enterprise, as well as the other Enterprises, through which it implements its mission and communicates with external customers. Agency-level management is responsible for Agency leadership, the development of NASA's strategy, and the integrated management of the AST installations. It is the external focal point for NASA communication and accountability.
7. Core Principles
By implementing its LAP, ARC will respond to requests for language assistance in a manner that ensures equal access by LEP persons to ARC programs and activities. In order for the LAP to be effective, ARC will adhere to the following core principles:Assessment: Needs and Capacity - ARC will assess on an ongoing basis, the LEP status and language assistance needs of is target audience(s) in ARC-conducted programs and activities, as well as ARC's capacity to meet these needs according to the LAP.
Oral Language Assistance - ARC will arrange for oral language assistance to LEP persons in both face-to-face and telephone encounters in its conducted programs and activities where such assistance is requested and/or anticipated.
Translation of Written Materials - ARC will provide vital documents in languages other that English where there is a significant number or percentage of LEP persons in its target audience for ARC-conducted programs and activities.
Procedures - ARC will have in place specific procedures related to each of the plan's core principles and designated staff/organizations which will be responsible for implementing activities relating to the ARC LAP.
Notification of Availability of Free Language Services - ARC will inform the target of its conducted programs and activities, through oral or written notice in the relevant primary language, that free language assistance is available.
Staff Training - ARC will provide training to appropriate program staff on the policies and procedures of its language assistance activities.
Monitoring Accessibility and Quality - ARC will monitor the accessibility and quality of language assistance activities for LEP persons in ARC-conducted programs and activities.
9. Process
9.1 Identify LAP Representatives
The EOPO has received, and incorporated into ARC's LAP, data from the organizations with primary responsibility for preparing and disseminating information to Zones 1 and 2. ARC will also identify LAP representatives to jointly assure compliance with Executive Order 13166. The designated representatives will be from the following departments: EOPO, PAO, HRO, ISD, and EdO. The representatives will meet for discussions regarding LAP activities, and request advice and input from other ARC organizations, when appropriate.
9.2 Determine LEP needs and capacity
ARC has conducted the current status of programs and activities and their impact on LEP "information" and "education" group programs and activities. EOPO shall follow on-going programs and activities, the number and proportion of LEP recipients/beneficiaries, frequency of contact, nature and importance of the benefit/program, and resources available. It was determined that all of these are non-vital.
9.3 Inform staff and public of its LEP services and policies by:
Distribution of ARC announcement specifying the formal policy.Presentation of information to Senior Staff.
Meetings with Center organizations most involved in public programs and activities and where language assistance is likely to be needed.
Establishment of Web links from ARC homepage to other ARC homepages, with LEP assistance information, where appropriate.
Development of process to have ready access to proficient interpreters, in a timely manner.
Development of notification plan for LEP beneficiaries, including notice of no charge for the service.
Compilation of list of volunteer employee interpreters, who are competent in both English and at least one other language.
Creation of a plan for providing written materials in languages other than English where the expectation is that a large number of LEP persons may utilize ARC programs and activities.
9.4 TrainingPrepare and present training for appropriate personnel responsible for LAP implementation.
Prepare and present training for volunteer employees who will assist with the LAP implementation.
9.5 Oversight
The EOPO will monitor the LAP.
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Curator: Pepsi Phounrath
NASA Official: Adriana Cardenas
Last Updated: January 23, 2007
