The LEP Program Contacts must ensure that there is regular monitoring of the LEP Policy and that the individual LEP Program Plan submitted by offices and programs is revised annually.
The LEP Program Contact and the Office of Equal Opportunity staff must ensure that the responsible parties at Pennsylvania CareerLinks (Site Administrators and EO Liaisons) and Local Workforce Investment Areas (EO Officers) receive training pertaining to:
- The completion and maintenance of essential documents such as Individual Service Strategy Forms, Case Management Forms, Employment Plans, etc.
- The accuracy of the translation and/ or interpretation of essential documents to ensure that the LEP customer fully understands the document(s) he/she is required to sign.
Annually LEP Program Contacts must survey field offices to ensure that the required signs are posted in lobbies and other public general areas in all "essential languages" identified for the respective service areas.
The LEP Program Contacts must ensure that field offices are aware of which LEP related signs are required to be posted and that sufficient materials are available to field office managers and administrators for this purpose.
Field office managers and administrators must ensure that all required signs are posted in areas visible to the public.
Annually, the LEP Program Contacts must review the use of the Language Line service and Voice Mail usage to ensure that all central and field offices are updated and in compliance with the LEP Program Policy.
Annually, all sections and field offices must submit a final LEP Compliance Report to their respective LEP Program Contact. The report must include compliance verification of mandatory "Essential Language" posters, signage, material displays, staff awareness training, a list of all forms translated, services provided by language, and statistics of how many customers required translation or interpretation of any kind by language.
The Department of Labor and Industry will monitor complaints from the public related to the Department's provision of language services. The Department's Office of Equal Opportunity in coordination with the LEP Program Contacts will monitor language services complaints as well as the resolution of complaints in compliance with the Methods of Administration (MOA) approved by the US Department of Labor's Civil Rights Center (CRC).
The Office of Equal Opportunity's monitoring responsibilities for programs under the Department of Labor and Industry's jurisdiction pertaining to language access activities include the following:
MONTHLY
- Meeting with LEP Program Contacts to review individual program plans, training modules, and other compliance efforts related to language access.
- Assisting in the reviewing of draft documents, bulletins, taglines, electronic communications and procedures related to language access statewide in conformance with LEP requirements.
- Addressing issues identified through monitoring and recommending solutions.
- Reporting on individual programs' achievements and accomplishments to encourage a uniform implementation of LEP requirements statewide.
- Distributing meeting minutes to appropriate management staff, Office of Equal Opportunity Director and Program Office LEP Contact Persons.
ON-GOING
- Gathering and sharing best practices among program offices under the L&I's jurisdiction to increase consistency in the implementation of LEP requirements.
- Providing technical assistance training on LEP language access requirements to program administrators and managers, Equal Opportunity officers and liaisons, and program office LEP contact persons as needed.