Language Assistance Plan (LAP)

 

to Accommodate the Needs of

Limited English Proficient (LEP) Persons

 

for the NASA Glenn Research Center

 

as of June 1, 2001

 

 

 

________[original signed by]_______          __June 22, 2001__

Robert Romero, EO Officer                           Date

 

 

________[original signed by]_______          __June 27, 2001__

Donald J. Campbell, Center Director            Date

 

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Language Assistance Plan (LAP)

to Accommodate the Needs of Limited English Proficient (LEP) Persons

for the NASA Glenn Research Center

 

as of June 1, 2001

 

 

Based on the requirements of Executive Order 13166, dated August 11, 2000, this LEP is presented for NASA Glenn programs and activities.

 

Center Goal, Objective and Elements

 

Purpose:  The purpose of NASA Glenn's LAP for LEP persons is to support the achievement, over time, of the goal and objective outlined below.  The goal represents the desired outcome.  The objective represents a process for meeting the needs of LEP persons, as required by Executive Order 13166.  The seven elements serve as points of departure for the development of a Language Assistance Plan for NASA Glenn.

 

Goal:  The NASA Glenn Research Center (GRC) shall provide quality language assistance to LEP persons, as appropriate, in its respective programs and activities.   The LAP shall be defined to include GRC programs that are local, regional (serving the six-state geographic area of IL, IN, MI, MN, OH, WI) and national.

 

Objective 1:  The NASA Glenn Research Center shall develop a LAP for LEP persons.

 

Target Date:  June 30, 2001

 

Responsible Officials:  Center Director, EO Officer, Chief Information Officer (CIO), Director of External Programs, Chief of Educational Programs Office, and Chief of Community and Media Relations Office

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Element 1.  Assessment:  Needs and Capacity

NASA Glenn Research Center (GRC) shall have in place mechanisms to assess, on an ongoing basis, the LEP status and language assistance needs of their target audience(s) in their respective conducted programs and activities, as well as mechanisms to assess their capacity to meet those needs according to the elements of this plan.

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1.1.1 - Define a reporting system (examples:  a quarterly request for input; a form to be completed for each request received, etc.) that will provide assistance in defining a metric for assessing success.  Be sure to include cost information in such a system.  Based on the information received, make modifications as needed in the LAP.

 

Responsibility - EO Officer for overall assessment; various employees (particularly, Media and Community Relations, Education Office, Webmaster and CIO) to ensure reporting occurs.

 

Due Date - Define the reporting system by the end of FY01 - measure against metrics each year.

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1.1.2 - Present the LAP to the Director and Senior Staff, and after their approval, utilize various media (Newsletter, Today@Glenn, EO Web site, Aerospace Frontier, etc.) to notify GRC employees of the purpose and mechanics of the LAP.  Make sure that those who have responsibility are clearly defined and notified so they will understand their accountability.

 

Responsibility - Center Director and EO Officer

 

Due Date - Present the LAP and begin the process of notifying GRC employees by the end of FY01 - provide informational updates annually based on the metrics.

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1.1.3 - Advertise the LAP to our customers outside of GRC, especially in communities with LEP persons.  Have a statement on our Home Page and utilize handouts, news releases and other outlets so our customers know of the LEP.  Advertisements for specific events should also have a statement concerning the availability of assistance for LEP persons, if applicable.

 

Responsibility - EO Officer, working with other responsible components.

 

Due Date - Begin advertising as soon as GRC employees have been notified (estimated to be first half of FY02).  Assess, modify if necessary, and provide reminders to the public annually.

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Element 2.  Oral Language Assistance

NASA Glenn Research Center will arrange for the provision of 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.

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1.2.1 - Proactively identify resources that can be used based on anticipated requests from the public for oral language assistance.  GSA maintains a source sheet; the local community may also be a good source, depending on the program and the requested need.  For example, we know we'll want to start offering Visitor Center tours for LEP persons - identify bilingual GRC employees ahead of time and ask for their assistance; based on their response, we may need to procure a formal interpreter.  The same applies for requests for Speakers, booth staffers for certain Outreach events, etc.

Responsibility - EO Officer to begin the process and inform others.  Once informed, it will be the responsibility of the individual offices to locate, utilize and report on the resources that have been identified.

 

Due Date - Start the process by the end of FY01.  Update as necessary each year.

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1.2.2 - Institute a formal process for identifying and asking for assistance from bilingual GRC employees.  Make sure the list is made available to support Center needs.

 

Responsibility - EO Officer to begin the process and inform others.  Once informed, find a home for the responsibility in either External Programs or Human Resources, as they deal with outreach/education and GRC employee management, respectively.

 

Due Date - Start the process by the end of FY01.  Update as necessary each year.

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Element 3.  Translation of Written Materials

NASA Glenn Research Center will produce vital documents in languages other than English where there is a significant number or percentage of LEP persons in the target audience(s) of the respective conducted programs and activities.  These written materials may include, but not be limited to, paper and electronic documents such as program and/or activity announcements, notices, web sites and correspondence.

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1.3.1 - Define the LEP target audiences for the local, regional and national conducted programs and activities.  Utilize past history, input from members of Speakers Bureau and other GRC employees, as well as input from the local community.

 

Responsibility - EO Officer to oversee process of contacting internal and external sources to identify potential LEP target audiences.  Data should then be analyzed and shared with other responsible offices.

 

Due Date - Start the process by the end of FY01.  Update as necessary each year.

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1.3.2 - Identify written materials to be translated.  Consider level of material, appropriateness for translation and impact in furthering NASA’s mission.  In most cases, “entry level” materials will be considered appropriate (Visitor Center brochures, Education Program brochures, Human Resources brochures, etc.); however, education materials and handouts for class use may also be appropriate.  Informational web sites should also be identified.

Responsibility - EO Officer to meet with the appropriate people to identify materials for translation.  EO Officer to also identify potential funding sources for translation and printing costs.  Metrics should also be established to ensure that materials translated are used.

 

Due Date - Start the process by the end of FY01.  Measure use as needed, and redefine needs annually.

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1.3.3 - Identify LEP sources for announcements, notices and news releases.  Define when it would be appropriate to have multilingual media prepared and ensure that responsible employees understand that criteria.

 

Responsibility - EO Officer to meet with Media Relations and any other responsible personnel to outline the requirements needed, document the process and disseminate to DLT and GRC employees.  Media Relations to define LEP sources, internally document their process and explain to their employees.

 

Due Date - Start the process by the end of FY01.  Measure use as needed, and redefine needs annually.

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Element 4.  Procedures

NASA Glenn Research Center shall have in place specific procedures related to each of the plan elements and designated staff who will be responsible for implementing activities relating to their respective LAP.

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1.4.1 - Define and document procedures to be used in the administration of the LAP.  Be sure that each element has procedures, and that responsible staff are identified and held accountable for their activities.  As a minimum, these procedures should be reviewed annually.

 

Responsibility - EO Officer to maintain written procedures, and provide annual review and any updates, as necessary.

 

Due Date - Start the process by the end of FY01.  Written procedures should be in place by the end of FY02.  Review and updates should be completed annually.

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Element 5.  Notification of Availability of Free Language Services

NASA Glenn Research Center shall inform the target audiences of its conducted programs and activities, through oral or written notice in the relevant primary language, that free language assistance is available.

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1.5.1 - Based on LEP target audiences already defined, begin the task of notifying these audiences that free language assistance is available.  Notices can be added to already existing written materials, web pages can be modified to include a statement, and outreach personnel can include such a statement in their presentations.

 

Responsibility - EO Officer to coordinate this process in the beginning, with transition to responsible offices once the process is set-up.

 

Due Date - Start the process once the internal components are ready.  Estimate this to be no later than mid-FY02.

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Element 6.  Staff Training

NASA Glenn Research Center will provide training to appropriate program staff on the policies and procedures of its respective language assistance activities.

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1.6.1 - Provide high-level briefings to members of Senior Staff; provide in-depth briefings to those with responsibilities tied to LAP’s; provide overview briefings to interested GRC employees; and utilize newsletters, Today@Glenn, web sites and Aerospace Frontiers to disseminate basic information concerning GRC’s LAP to the GRC population.

 

Responsibility - EO Officer to provide these briefings, and coordinate with any other personnel needed as part of the briefing process.  EO Officer to work with responsible persons to utilize various media needed to disseminate basic information to the GRC population.

 

Due Date - Begin the process by the end of FY01.  Continue into FY02 until are defined briefings/information dissemination has taken place.  Provide briefings/updates on an as-needed basis annually.

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Element 7.  Monitoring Accessibility and Quality

NASA Glenn Research Center will institute procedures to monitor the accessibility and quality of language assistance activities for LEP persons in its conducted programs and activities.

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1.7.1 - Ensure that those with LAP responsibilities understand the need for recordkeeping and feedback, and that they understand that changes will be made to the LAP as needed.  This initial LAP represents a beginning, with future LAP’s to evolve based on monitoring, feedback and changes as necessary.  They need to understand that they have a critical role in this process.  Measurements need to be taken regularly, and those in the loop need to hear the feedback so they can understand the continuous nature of the changes as they are implemented.

Responsibility - EO Officer to ensure that information is shared as the metrics of the LAP are measured and changes are made.

 

Due Date - Begin the process with the briefings explained in 1.6.1.  Continue to provide updates as needed.

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1.7.2 - Identify the personnel with primary responsibility for analyzing and updating the LAP as needed.  This person should have access to needed information, and the ability to gather information as needed, at least on an annual basis.

 

Responsibility - EO Officer to designate the LAP report writer.

 

Due Date - Designation should be made in conjunction with the briefings explained in 1.6.1.

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Objective 2:  In the interim, the NASA Glenn Research Center, in the conduct of its respective programs or activities, shall respond to requests for language assistance in a manner that ensures equal access by LEP persons to NASA programs and activities.

 

Target Date:  Immediately and Ongoing.

 

Responsible Officials:  Same as for Objective 1.