Item 2: CPIO Language Access Guidance Plan — original pdf

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City of Austin Boards and Commissions Language Access Guidance Commission on Immigrant Affairs October 6, 2025 Austin Communications and Engagement – CE Language Access Program _HG_09.10.2025 preencoded.png Purpose & Overview Purpose Goal Implementation This guidance outlines roles, Enable meaningful participation for Effective start date: FY 2025–26 responsibilities, and procedures for both commissioners and community ensuring language access services members fluent in languages other are available for City of Austin's than English. Boards and Commissions operations. This guidance expands on the City's Language Access Policy (AB 22-02) with specific procedures for Boards and Commissions. Austin Communications and Engagement – CE Language Access Program _HG_ 09.10.2025 preencoded.png Key Responsibilities Departments • Executive Liaisons responsible Commission Staff Liaisons for budgeting and coordination • Coordinate interpretation and of language services translation services • Must include funding in annual • Apply citywide processes for operating budget • Encouraged to use the Multilingual Interpretation Cost Estimator for budget planning procurement • Maintain technical skills through required training Austin Communications and Engagement – CE Language Access Program _HG_ 09.10.2025 preencoded.png CPIO Language Access Program Support Technical Assistance Vendor Resources Provides guidance on best practices to departments and staff Maintains and shares a list of approved language access liaisons regarding language access vendors in the Language Access Center Training Tools Offers training and support for staff liaisons on requesting and Develops templates, QR codes for real-time interpretation, and managing interpretation and translation services instructional signage Austin Communications and Engagement – CE Language Access Program _HG_ 09.10.2025 preencoded.png CTM AV Support for Staff Liaisons Orientation Training Staff liaisons will receive WebEx orientation training from CTM AV on: • Setting up multilingual WebEx webinars • Managing interpretation channels • • Troubleshooting technical issues Ensuring seamless virtual participation This training complements the Language Access Basic Training provided by CPIO. Austin Communications and Engagement – CE Language Access Program _HG_ 09.10.2025 preencoded.png Language Access for Commissioners Initial Notification Service Arrangement Once needs are known and meeting schedules approved, Upon appointment, commissioners must inform staff liaison interpretation services will be arranged. if language services are needed. Cancellation Protocol No-Notice Procedure If no notice is provided, services proceed as scheduled, with Commissioners must notify the liaison at least five business the department covering costs. days or as soon as possible before the meeting if not attending. Austin Communications and Engagement – CE Language Access Program _HG_ 09.10.2025 preencoded.png Language Access for Community Members Request Process • Submit requests 2-5 business Alternative Participation days before meeting If interpretation unavailable, • Contact staff liaison via call or community members may submit email • Last-minute requests (less than 48 hours) fulfilled when possible written comments to be translated and shared with the commission Process information available on City Clerk's webpage and meeting agenda Austin Communications and Engagement – CE Language Access Program _HG_ 09.10.2025 preencoded.png Interpretation & Translation Services Interpretation Services Translation Services • Provided upon request for meaningful participation • Critical information (agendas, presentations) translated • May be in-person or virtual based on meeting format as needed • Accessed via headsets, online platforms, or other tools • Staff liaisons follow their department language access plan to determine content priority. All interpretation should follow best practices with interpreters properly positioned and speakers reminded to speak slowly. Austin Communications and Engagement – CE Language Access Program _HG_ 09.10.2025 preencoded.png What's Different from City Policy AB 22-02 Specific to Boards & Commissions Clear Role Definition Tailored procedures for the unique needs and operations Detailed responsibilities for Executive Liaisons, Staff of Austin's Boards and Commissions Liaisons, and CPIO Language Access Program Commissioner-Specific Protocols Budget Planning Tools Dedicated procedures for commissioners requiring Introduction of the Multilingual Interpretation Cost language support, including notification timelines Estimator for departments This guidance implements the City's Language Access Policy with specific operational details for Boards and Commissions context. Austin Communications and Engagement – CE Language Access Program _HG_ 09.10.2025 preencoded.png Resources & Contact Information Available Resources Contact Information • Language Access Center Houmma Garba (SharePoint) Language Access Program • Multilingual Interpretation Cost Houmma.Garba@austintexas.gov 512-974-6004 Or Language.access@austintexas.gov • • Estimator Language Access Basic Training Staff liaison onboarding from Office of City Clerk • CTM orientation for multilingual WebEx meetings (City Hall AV1- One Drive) preencoded.png