OFFICE OF LANGUAGE & COMMUNICATIONS ACCESS OLCA - 101

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Jeniffer Vivar Wong, Executive Director &

Robbie Adams, Learning & Development Coordinator

The Mayor’s Office of Language and Communications Access

Equity and Inclusion Cabinet

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Mayor Martin J. Walsh

OVERVIEW OF TRAINING

Language and Communications Access

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• Defining Access
• Interpretation
• Overview of OLCA
• Policy & Ordinance
• Planning Ahead & Key Takeaways
• Q&A

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Mayor Martin J. Walsh

DEFINING ACCESS

• Relates to how a person experiences and interacts with another entity.
• Accurate, Timely, Effective.
• At no additional cost or burden to the individual.

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EQUALITY, ACCOMMODATIONS & ACCESSIBILITY

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All experiences and interactions are the same

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Meet identified need to provide “access”

All experiences and interactions are the same

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“Designing for difference”

Meet identified need to provide “access”

All experiences and interactions are the same

TYPES OF ACCOMMODATIONS

Language and Communications Access

• interpretation
• the act of listening to a communication in one language and converting it to another while retaining the same meaning (including ASL) �
• translation
• the replacement of a communication from one language into an equivalent written text in another language�
• assistive technology
• any item, equipment or product system used to increase, maintain or improve a person’s functional capability

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Mayor Martin J. Walsh

ACCESSIBILITY BEYOND TRANSLATION

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Language and Communications Access

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• Plain Language - 8th grade reading level
• DOIT’s Writing Guide
• Hemingway Editor App
• Digital Design
• Color choice; Fonts; Text Size
• DOIT’s Brand Guide
• Canva - Trainings
• Screen Readers
• Pdf; Google Doc; Word Doc
• Social Media - Graphic Images
• Alternative Text/Image Description
• Helpful Website for using plain language
• Home - Plain Language Association International (PLAIN) (plainlanguagenetwork.org)

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Mayor Martin J. Walsh

ACCESSIBLE FORMATTING

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Language and Communications Access

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• Text:
• Large Print
• Braille Content
• American Sign Language Video
• Audio:
• Audio Transcripts
• Video:
• English Captions
• Multilingual Subtitles or audio dubbing
• Audio Description
• Images, Icons, Graphics
• Alternative Text/Image Description
• Facebook , Twitter, Instagram

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Mayor Martin J. Walsh

INTERPRETATION

• Simultaneous vs. consecutive
• Importance of providing background information for interpreters to prepare for their assignment.

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INTERPRETATION: A GIFTED SKILL

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Language and Communications Access

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0:00 - 1:21

1:21-4:36

Mayor Martin J. Walsh

LCA 101

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Language and Communications Access

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WHAT BARRIERS DO INTERPRETERS OVERCOME WHEN INTERPRETING?

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WHAT ARE SOME WAYS INTERPRETERS PREPARE TO PERFORM THEIR JOB?

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Mayor Martin J. Walsh

OVERVIEW OF OLCA

• Who we are.
• What we do.
• Importance of liaisons.
• Standards & thresholds.

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MISSION STATEMENT:

The Office of Language and Communication Access (OLCA) strives to empower speakers of all languages and communication abilities to receive the full spectrum of services offered by the City of Boston and play a critical centralized role in decision making. OLCA does this by training staff on providing accessible services to all constituents, assisting departments with budgeting for accommodations and ensuring city-wide implementation & compliance with Boston’s Language and Communications Access ordinance.

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Mayor Michelle Wu

Mayor Martin J. Walsh

WHO IS INVOLVED?

LCA STAFF

LCA LIAISONS

DEPARTMENTS & THEIR STAFF

BOSTON COMMUNITY

5 FTE

4 Fellows

Municipal Network

Point person and content expert to lead LCA implementation

Staff Roles:

What do I do? How do I do it? When? With what? With whom?

Individuals

Community & Advocacy Groups

Ethnic Media

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LANGUAGES OTHER THAN ENGLISH (LOTE)

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Any person whose primary language is not English and has varying abilities in speaking, reading, writing or understanding English.

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Mayor Michelle Wu

Mayor Michelle Wu

DISABILITY

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“The ADA defines a person with a disability as a person who has a physical or mental impairment that substantially limits one or more major life activity. This includes people who have a record of such an impairment, even if they do not currently have a disability. It also includes individuals who do not have a disability but are regarded as having a disability. The ADA also makes it unlawful to discriminate against a person based on that person’s association with a person with a disability.”

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We also acknowledge the importance of the “social model of disability” which “recognizes the social origin of disability in a society geared by, and for, non-disabled people”.

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A disability can be:

• Acquired
• Temporary
• Progressive

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Mayor Michelle Wu

Mayor Michelle Wu

POLICY & ORDINANCE

• Federal level language and communication access protections.
• City of Boston language and communication access protections

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Language and Communications Access

LEGISLATIVE OVERVIEW

FEDERAL:

• Civil Rights Act of 1964, Title VI
• Americans with Disabilities Act of 1990, Title II
• Federal Executive Order 13166 (2000) “Improving Access to Services for Persons with Limited English Proficiency”

CITY OF BOSTON:

• 2008 Executive Order
• 2016 Ordinance
• Persons who use languages other than English (LOTE)
• Persons with disabilities

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Mayor Michelle Wu

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Language and Communications Access

LCA POLICY AND ORDINANCE

The Language and Communication Access Policy (LCAP) and Language and Communications Access Ordinance which outline the requirements the City will comply with provide access to LOTE individuals and persons with a disability.

• All COB departments programs, services and activities must be accessible to LOTE individuals and persons with disabilities.
• Provide translation, interpreting, and assistive technology to City created events, programs, information and documents.

Mayor Michelle Wu

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Language and Communications Access

BOSTON’S DIVERSITY

• 12% of Boston residents (about 84,000 people) identify as having at least one disability
• 17% of Boston residents aged 5 and older (about 113,000 people) speak a language other than English at home and are LOTE.

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Our demographic data reports for Language and Disability show the data from the 2015-2019 American Census that was compiled in partnership with the BPDA. New data will be out in January.

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Mayor Michelle Wu

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Language and Communications Access

CITY-WIDE CONSTITUENT INTERACTIONS

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If the interaction is planned for citywide participation or is purposed to be accessible to constituents across all neighborhoods. Departments must include on advertisements or invitations, a notice in the City-wide threshold languages, informing people that they can request interpretation services in advance, and how.

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1. Spanish (Latin American)
2. Simplified Chinese
3. Haitian Creole
4. Vietnamese
5. Cabo Verdean Creole
6. Portuguese (Brazilian)
7. Russian
8. Arabic (Standard)
9. French
10. Somali

Mayor Michelle Wu

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Language and Communications Access

NEIGHBORHOOD STANDARDS

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The City will provide interpretation and translation for Neighborhood Threshold Languages.

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• Allston Chinese
• Back Bay none
• Beacon Hill none
• Brighton Chinese, Spanish
• Charlestown none
• Chinatown/Downtown Chinese
• Dorchester Spanish, Vietnamese, Haitian Creole
• Downtown Chinese
• East Boston Spanish
• Fenway Chinese
• Hyde Park Spanish, Haitian Creole
• Jamaica Plain Spanish

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• Longwood none
• Mattapan Haitian Creole, Spanish
• Mission Hill Spanish
• North End none
• Roslindale Spanish
• Roxbury Spanish, Haitian Creole
• South Boston Spanish
• South Boston Waterfront none
• South End Chinese, Spanish
• West End none
• West Roxbury Haitian Creole

Mayor Michelle Wu

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Language and Communications Access

THRESHOLD LANGUAGES

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WHAT ARE THRESHOLD LANGUAGES?

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The threshold languages denote the department’s exposure to a language spoken by the Limited English Proficiency (LEP) population within the City of Boston that constitutes either 5% of the department’s customers or 1,000 individuals, whichever is less. For determining the size of the LEP population in a certain area, the City relies on the analysis of the American Community Survey of the U.S. Census by the BPDA Research Division this analysis is conducted and updated annually.

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* From the Official Language and Communications Access Policy - City of Boston

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Mayor Michelle Wu

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Language and Communications Access

VITAL DOCUMENTS STANDARDS

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Vital documents and information within a department must be translated into the following City-wide Threshold Languages. Vital documents that are not yet translated must include a Babel Notice

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1. Spanish (Latin American)
2. Simplified Chinese
3. Haitian Creole
4. Vietnamese
5. Cabo Verdean Creole
6. Portuguese (Brazilian)
7. Russian
8. Arabic (Standard)
9. French
10. Somali

Mayor Michelle Wu

PLANNING AHEAD & KEY TAKEAWAYS

• Helps eliminate confusion on the day of the event or meeting.
• Clarifies expectations for constituents, staff, interpreters and all others involved.
• Helps to inform constituents of City programs and events so that they can take part in them by acquiring the needed accommodations ahead of the event or meeting.

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PLAN AHEAD

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Language and Communications Access

Securing interpreters and translated documents can take time so please plan ahead by working backwards from the date of the event or meeting where communications access will be needed. Please keep in mind:

• If the event is in-person or virtual.
• If it is a citywide event (which requires a notice in the City-wide threshold languages, informing people that they can request interpretation services in advance) or if it is a neighborhood event (which requires interpretation and translation for Neighborhood Threshold Languages).
• Determine which languages will be needed for interpretation or translation and how long interpreters will be needed for.
• You will need time to check with LCA about your department’s funding & to get quotes from vendors.

**Please attend additional LCA trainings to learn more about the process of acquiring interpreters & translation services, for on-demand interpretation, urgent requests and for virtual meetings.**

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Mayor Martin J. Walsh

LCA 101 TAKEAWAYS

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Language and Communications Access

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• Mayor’s Office of LCA is here as a guide, to provide resources and training sessions (today’s training is just the beginning - please sign up for additional training sessions once they are scheduled).
• Accessibility is planning and designing beyond paper.
• Planning ahead is important - this includes outreach into the community well before an event to let them know about it in their preferred languages.

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Mayor Martin J. Walsh

ANY QUESTIONS?

• Any questions, comments or concerns?
• Are there any accessibility stories you would like to share?
• Do you have any experiences with issues that arose at citywide events that you would like to discuss?
• Thank you for your time and attention!
• Please be sure to join our upcoming On-Demand Interpretation Training (details to come in the near future).

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ThankYou

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Questions?

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Jeniffer Vivar-Wong, Interim Director (She, Hers, Ella) ; Voice: 617-635-1171 (Español, English) jeniffer.vivarwong@boston.gov

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Gayana Daniel, Community Outreach Coordinator (She, Her, Hers); 617-635-3414; gayana.daniel@boston.gov

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Robbie Adams, Learning and Development Coordinator (She, Her, Hers); Voice: 617-635-4167; robbie.adams@boston.gov/ deborah.adams@boston.gov

Mayor Martin J. Walsh