NCDOA Language Access Plan

Overview

Established in 1957, the NC Department of Administration (DOA) acts as the business manager for North Carolina state government. The department oversees government operations such as building construction, maintaining facilities, acquiring and disposing of real property, and managing state parking, and provides auxiliary services including purchasing and contracting for goods and services, managing state vehicles, operating courier mail delivery and selling state and federal surplus property. Additionally, the department manages many of the state's advocacy programs that help and provide services to diverse segments of the state's population that have been traditionally underserved.

DOA Mission: Enhance the lives of North Carolinians by providing foundational support to state government through asset management, advocacy and operations.

DOA Vision: Provide high quality customer service effectively, efficiently and economically for the people, agencies and communities of our state.

Introduction & Purpose

DOA is committed to ensuring communication and participation for individuals with limited English proficiency (LEP), and to increasing access to services and opportunities for the state's diverse populations. The plan outlines the steps the department has taken and will take to provide LEP individuals with meaningful access to its programs and services. It is important to note, that except for DOA’s advocacy programs, the work of the department is for or in collaboration with other state agencies.  Accordingly, many of DOA’s language access efforts will work in tandem with other agencies.

Legal Requirements

The department receives federal financial assistance and therefore, must comply with applicable provisions of federal civil rights laws prohibiting discrimination, including Title VI of the Civil Rights Act of 1964. This includes ensuring that actions by a federally funded program do not disproportionately affect LEP persons. Executive Order 13166 further requires federal agencies to develop guidance on providing meaningful access to LEP persons.

Four-Factor Analysis

DOA will conduct a four-factor analysis to assess its LEP obligations that includes:

  1. The number or proportion of LEP persons eligible to be served or likely to be encountered. It is estimated that over one million individuals in North Carolina speak a language other than English and approximately 450,000 of those individuals speak English less than “very well”, thus classifying them as limited English proficient (U.S. Census American Community Survey 2011-2015). Individuals who have a limited ability to read, write, speak, or understand English are considered limited LEP. This document seeks to provide employees at DOA with resources and a protocol for interacting with identified LEP individuals or communities. It is DOA’s policy that when communities need language assistance to meaningfully participate in DOA’s programs or events, opportunities for such assistance will be identified and pursued when deemed appropriate through the guidelines of this Plan. DOA will assess the number of LEP individuals within its service area using census data and other community resources. This assessment will help identify the languages spoken by LEP persons and the need for language assistance services.
     
  2. The frequency of contact with LEP individuals. In North Carolina, the largest LEP population is Spanish-speaking, making up approximately 3.5% of the state population and approximately 75% of the entire LEP population in North Carolina (American Community Survey 2011-2015). The next largest language groups are Chinese-speaking (approximately 3.5% of the LEP population), Vietnamese-speaking (approximately 3.3% of the LEP population), and other Asian Language-speaking (approximately 2% of the LEP population). The frequency of contact with LEP individuals may vary significantly across the DOA programs and the specific locations where they conduct activities. As this plan is implemented, it will provide DOA programs with more relevant data on this issue. DOA will evaluate how often and the way its staff comes into contact with LEP individuals.
     
  3. The nature and importance of the program. Programs critical to an individual’s safety, health, and well-being will have a higher priority for language services. DOA will assess the importance of each program and determine the necessary level of language assistance.
     
  4. The resources available. DOA will consider the available resources, and the costs associated with providing language services. The goal is to provide meaningful access while balancing resource constraints. DOA has already been exploring effective language service options that are appropriate with the department’s available resources. For example, DOA has successfully initiated translation options on its website.  Additionally, in order to accommodate the needs of one of the Council for Women members, the Council for Women and Youth involvement spends in excess of $25,000 a year for translations services.

LEP Plan Implementation

Identifying LEP Individuals Who Need Language Assistance

DOA will use census data, community input, and feedback from staff to identify LEP individuals who need language assistance. This will involve coordinating with local government and community organizations.

Language Assistance Measures

DOA’s Division of Purchase and Contracts (P&C) maintains a Statewide Term Contract (STC) for translation and interpretation services. The STC is a convenience contract to expedite the ability to provide language services. The STC enables agencies to select from a set of prescreened vendors without the need to bid and contract for translation and interpretation services.  The Purchase and Contract division provides a vendor evaluation form to receive feedback on the quality of services provided. The survey is completed by agency partners who utilize the services, and the results of the survey prepare P&C for any contract renewal or solicitation process for translation and interpretation services in the future.

Oral Interpretation Services

Where it is deemed appropriate and affordable, DOA will provide competent oral interpretation services, ensuring interpreters are proficient in both English and the relevant language, understand community development terminology, and maintain confidentiality.

Written Translation Services

Where it is deemed appropriate and affordable, DOA will translate vital documents into languages spoken by a significant number of LEP individuals. This includes public notices, application forms, and other essential information.

Translation Services

Where it is deemed appropriate and affordable, DOA will provide accurate translation services for LEP individuals, utilizing professional translators and technology-based solutions where appropriate.

Training Staff

Staff will receive training on LEP policies, procedures, and how to provide meaningful access to LEP individuals. This training will be part of ongoing professional development.

Monitoring & Updating the LEP Plan

DOA will periodically review and update the LEP plan based on feedback from staff and the community, changes in demographics, and new resources or technologies.

Regulations & Resources

  • Title VI of the Civil Rights Act of 1964
  • Executive Order 13166: Improving Access to Services for Persons with Limited English Proficiency
  • U.S. Department of Housing and Urban Development (HUD) LEP Resources

DOA is steadfast in its commitment to ensuring that LEP individuals have meaningful access to all its programs, services, and activities. Recognizing the rich diversity of the communities we serve, this Language Access Plan establishes a framework for identifying and addressing language barriers, fostering inclusivity, and promoting equitable access for all. Through proactive measures, collaboration with community partners, regular assessments, and continuous improvement efforts, the department seeks to uphold its mission of delivering services that meet the needs of every individual. By implementing the strategies outlined in this plan, DOA reaffirms its dedication to creating an environment where language is never a barrier to engagement, participation, or benefit. This plan will serve as a living document, adapting as needed to reflect evolving community needs, advancements in technology, and best practices in language access.

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