City Council Language Access Slides 5.8.23 — File 23-0786

LANGUAGE ACCESS SERVICES SomerViva Office of Immigrant Affairs

Translation and interpretation of written and oral communication, setting up systems for language access. Translation & Interpretation Multilingual sharing of information and inviting residents to events and opportunities (mid to short range). Outreach Build in processes and methods for contact, communication, registration, and participation that fully include a multilingual public. Welcoming Environment Consistent engagement to increase knowledge of local government & civic involvement (long-range). Civic Engagement Accessible communication your audience understands the first time they read or hear it. Plain Language Elements of Language Justice All elements are essential to ensuring language access.

Goal The goal of this process is to ensure that language access services are so that language is not a barrier to participation in local government or access to information, resources, and opportunities. Equitable Accessible Effective Do No Harm

Translation The conversion of written text into a target language. Interpretation The conversion of oral language into a target language. Terms

How to Request Language Access Services Language Access Request Form For "Your Department", select "City Council". 1. Complete Contact Information 2. Select Language and Request Type 3. Provide Project Title

Every effort will be made to ensure language access is provided, however, it may not be possible to fulfill requests with less than two weeks notice. 1. Provide a deadline with at least two weeks notice. Ensure that sharing is enabled for cloud-based documents. Word files, Google docs, Canva links are acceptable. PDF, JPEG, PNG files are not accepted. 2. Upload editable documents or links. The Language Access Coordinator will receive the request and contact the requester if further information is needed. Most requests will require some follow up to appropriately provide language access services. 3. Submit. Translation Requests

Every effort will be made to ensure language access is provided, however, it may not be possible to fulfill requests with less than two weeks notice. 1. Provide a deadline with at least two weeks notice. 2. Provide a description of the event type A multilingual outreach plan is required for any interpretation event where there is not a confirmed need. 3. Indicate whether you have a multilingual outreach plan. Interpretation Requests The Language Access Coordinator will receive the request and contact the requester if further information is needed. Most requests will require some follow up to appropriately provide language access services. 4. Submit.

New Request Flowchart Preliminary Considerations Who is the audience? What are the language needs? How does the audience prefer to receive communication? How will the information be distributed? What is the project timeline? Submit Language Access Request Two weeks before you need an interpreterer or need to have translated materials. Office of Immigrant Affairs Processes Request Requests services from vendor. Provides vendor with materials for translation. Creates and provides interpreter with interpretation plan for event. Delivers completed translations and interpretation plan to requestor. Requestor Implements Language Access Services Implement interpretation plan for events. Distribute translated materials.

Translation & Interpretation Welcoming Environment Civic Engagement Outreach Plain Language Example: Green Light Request Request is ready to fulfill Clear rationale for the languages requested Written in plain language Translation Request Sufficient time to translate and share materials before date Instructions for how to request interpretation Event topic/content reflects the audience Outreach plan underway, or confirmed need Content is ready to share with interpreters before event Event structure allows for interpretation services Interpretation Request

Translation & Interpretation Welcoming Environment Civic Engagement Outreach Plain Language Yellow Light Request Request needs some adjustments Clear rationale for the languages requested Some jargon or acronyms Translation Request Sufficient time to translate and share materials before date Missing instructions to request interpretation Event topic/content reflects the audience Outreach plan underway, or confirmed need Content is ready to share with interpreters before event Event structure allows for interpretation services Interpretation Request

Translation & Interpretation Welcoming Environment Civic Engagement Outreach Plain Language Red Light Request Request needs to be reconsidered No rationale for why languages were requested Complex or unclear writing not written for audience and no time to revise Translation Request Insufficient time to translate and share information No outreach plan to share translated materials Event/topic is not created with audience in mind Advertising materials not translated Request is made without enough time to request and prepare interpreters Event is on Zoom but with breakout rooms Interpretation Request

What Happens Next? Process Request Workshop Plan for Next Time The Language Access Coordinator will advise you if there are adjustments that you need to make to ensure language access. If your request cannot be fulfilled, the Language Access Coordinator will advise you on how to plan for next time so language access can be integrated into your project. The Language Access Coordinator will process the request as soon as possible. "Green Light" "Yellow Light" "Red Light"

Meredith Gamble Deputy Director and Language Justice Coordinator mgamble@somervillema.gov Office Phone: [phone removed] x 2623 Cell: [phone removed] Contact