Community Health Center Capital Fund Language Assistance Plan

May 29, 2024

Community Health Center Capital Fund (Capital Fund) fosters financial inclusion and community development. This plan focuses on providing equitable access to financial resources for individuals with limited English proficiency (LEP). Recognizing the diversity of languages spoken in Capital Fund's national footprint, this language assistance plan specifically addresses the needs of various language-speaking communities.

Introduction

Capital Fund acknowledges our communities’ diverse linguistic landscape and underscores the significance of linguistic accessibility for all residents. This plan emphasizes our commitment to serving all community members, regardless of language proficiency. This Language Access Plan aims to make reasonable efforts to eliminate or reduce limited English proficiency as a barrier to accessing Capital Fund's products, services, and programs.

Language Assistance Policy

Capital Fund is dedicated to providing language assistance to ensure that individuals with Limited English Proficiency (LEP) have equal access to financial services. This commitment aligns with Title VI of the Civil Rights Act of 1964, emphasizing nondiscrimination in programs and activities receiving federal financial assistance.

Capital Fund employees are committed to taking reasonable steps to ensure that LEP individuals have meaningful access to the Fund's products, services, and programs.

This policy is grounded in the principle that it is Capital Fund's responsibility, not the LEP individual’s, to take reasonable measures to ensure that communication is not hindered due to limited English proficiency.

Capital Fund staff will also take reasonable steps to effectively inform the public about the availability of language-accessible programs and activities.

Identification of Language Needs

To identify language needs, Capital Fund conducts interviews and surveys in its daily practice with clients, attends and hosts community engagement events, and tracks members' language preferences. This proactive approach enables us to tailor our language assistance services to the unique needs of various language-speaking communities.

Language Assistance Services All staff will receive training on the importance of providing meaningful information and services to LEP communities in an understandable way. This training will be included in the new employee orientation, with periodic refresher training provided at staff meetings. Capital Fund will provide the following language assistance services, focusing on the diverse language needs of our community:

• Provide translation services for written content and significant documents. Employ tools such as Google Translate and AI technology to interpret emails in digital correspondence and collaborate with a translation company for meetings and events as needed in the community where the gathering takes place.
• Provide resources and information on our website and communications to support LEP access to Capital Fund’s services.

Implementation Plan

Staff Responsibilities

All staff members will be responsible for understanding and adhering to the Language Access Plan. Specific responsibilities include:

• Language Access Coordinator: Oversee the implementation of the Language Access Plan, ensure compliance with policies, and support staff regarding language assistance services. The Fund’s director is the LAC.
• All Employees: Participate in initial and ongoing training related to language assistance services and understand the procedures for accessing translation and interpretation services.

Community Outreach

To ensure our language assistance services meet the needs of the community, Capital Fund will engage in proactive outreach efforts, including:

• Community Events: Host regular events and information sessions in various languages to inform the community about available services and gather feedback.
• Partnerships: Collaborate with local organizations and community groups that serve LEP populations to enhance our reach and effectiveness.

Feedback Mechanism

To continuously improve our language assistance services, Capital Fund will implement a feedback mechanism:

• Surveys: Conduct regular surveys of LEP individuals to assess their satisfaction with the services provided and identify areas for improvement.
• Suggestion Box: Provide an online multilingual suggestion box for community members to submit their feedback and suggestions.
• Focus Groups: Organize focus groups with representatives from various language communities to discuss their needs and experiences with our services.

Monitoring and Evaluation

To ensure the ongoing effectiveness of the Language Access Plan, the Capital Fund will implement the following monitoring and evaluation measures:

• Conduct periodic audits of language assistance services to assess their usage, quality, and accessibility.
• Track key performance indicators, such as the number of LEP individuals served, the frequency of language service requests, and the response times for assisting.
• Include language assistance performance as a component of staff evaluations to ensure accountability and continuous improvement.
• Prepare an annual report summarizing the outcomes of the language assistance services, community feedback, and any adjustments made to the plan. This report will be shared with the community and stakeholders to maintain transparency and encourage ongoing dialogue.

Compliance and Reporting

To ensure adherence to the Language Access Plan and maintain accountability, Capital Fund will establish the following compliance and reporting measures:

• Review staff compliance with the Language Access Plan regularly, including adherence to procedures for providing language assistance services and participation in required training sessions.
• Implement a system for reporting and addressing instances where language assistance services were inadequate or not provided. Staff and community members can submit reports, which will be reviewed and addressed promptly.
• When non-compliance is identified, develop and implement corrective actions to address gaps in service and prevent future occurrences. This may include additional training, process adjustments, or other necessary measures.
• Conduct an annual review of the Language Access Plan to assess its effectiveness and compliance. This review will include an analysis of service data, feedback from LEP individuals, and input from staff and community partners.
• Prepare an annual compliance report detailing the compliance review findings, including any corrective actions taken and improvements made. This report will be shared with the community, stakeholders, and relevant regulatory bodies to ensure transparency and accountability.