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5. The agency will not require the applicant/recipient to pay for <br />bilingual /interpretive services. <br />C. Provision of Written Translations <br />1. The agency must provide written materials in languages other than English <br />where a substantial number or percentage of the population eligible to be <br />served or likely to be directly affected by the program needs services or <br />information in a language other than English to communicate effectively. <br />2, Translation of Vital Documents <br />a. The agency will ensure that vital documents for locally designed <br />programs are translated into Spanish. <br />b. When DCA forms and other written material contain spaces in <br />which the local entity is to insert information, this inserted <br />information will also be in the individual's primary language. <br />When such forms are completed by applicants /recipients in their <br />primary language, the information must be accepted. <br />c. If, as a result of the local language assessment, it appears there are <br />a substantial number of potential applicants or recipients of the <br />agency (defined as 5% or 1,000 people whichever is less) who are <br />LEP and speak a language other than Spanish, the agency will <br />translate and provide vital documents in the appropriate language. <br />d. The agency will keep a record of all vital documents translated, <br />and will submit this information to DCA at their request. <br />3. If the primary language of an LEP applicant or recipient is a language <br />other than Spanish AND the language does not meet the threshold for <br />translation as defined in the preceding paragraph, the LEP individual will <br />be informed in their own language of the right to oral translation of written <br />notices. The notification will include, in the primary language of the <br />applicant/recipient, the following language: IMPORTANT: IF YOU <br />NEED HELP IN READING THIS, ASK THE AGENCY FOR AN <br />INTERPRETER TO HELP. AN INTERPRETER IS AVAILABLE FREE <br />OF CHARGE. <br />D. Documentation of Applicant /Recipient Case Records <br />1. The agency will maintain case record documentation in sufficient detail to <br />permit a reviewer to determine the agency's compliance with this policy. <br />7 <br />Attachment number 1 <br />F_3 Page 101 <br />