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the program needs services or information in a language other than <br />English to communicate effectively. <br />2. Translation of Vital Documents <br />a. The agency ensures that vital documents for locally <br />designed programs are translated into Spanish. <br />b. When state DHHS forms and other written material contain <br />spaces in which the local entity is to insert information, this <br />inserted information is also in the individual's primary <br />language. When such foams are completed by <br />applicants /recipients in their primary language, the <br />information must be accepted. <br />C. If, as a result of the local language assessment, it appears <br />there are a substantial number of potential applicants or <br />recipients of the agency (defined as 5% or 1,000 people <br />whichever is less) who are LEP and speak a language other <br />than Spanish, the agency translates and provides vital <br />documents in the appropriate language <br />d. The agency keeps a record of all vital documents translated, <br />and submits this inforination to DHHS upon request. <br />3. if the primary language of an LEP applicant or recipient is a <br />language other than Spanish AND the language does not meet the <br />threshold for translation as defined in the preceding paragraph, the <br />LEP individual is informed in their own language of the right to <br />oral translation of written notices. The notification includes, in the <br />primary language of the applicant/recipient, the following <br />language: IMPORTANT: IF YOU NEED HELP IN READING <br />THIS, ASIA THE AGENCY FORAN INTERPRETER TO HELP. <br />AN INTERPRETER IS AVAILABLE FREE OF CHARGE. <br />D. Documentation of Applicant/Recipient Case Records <br />The agency maintains case record documentation in sufficient <br />detail to permit a reviewer to determine the agency's compliance <br />with this policy. <br />2. The agency ensures that case record documentation, including <br />computerized records if appropriate, identifies the <br />applicant's /recipient's ethnic origin and primary language. in <br />those cases where the applicant/recipicnt is non-English speaking, <br />the agency: <br />Attachment number 1 \n <br />F -9 Page 168 <br />