LANGUAGE ACCESS PLAN

INTRODUCTION

The Language Access Plan (LAP) is a resource guide for the employees of Rockdale County. The LAP contains policies, procedures and practices to assist Rockdale County officials and employees to better communicate with and serve community members who speak a language other than English. The Rockdale County Title VI Coordinator will review and update this plan annually in accordance with population data and input from county staff, partner agencies, and the public.

PURPOSE AND BACKGROUND

As a recipient of federal and state funds, including, but not limited to, grant dollars from the Environmental Protection Agency (EPA) and the Department of Justice (DOJ), Rockdale County (the “County”) is subject to coordination of compliance efforts and receipt of inquiries concerning non-discrimination requirements implemented by 40 C.F.R. Parts 5 and 7 and federal non-discrimination statutes.

Rockdale’s commitments1:

Mission Statement

To enhance the quality of life for all residents by fostering a safe, inclusive, and innovative community that embraces sustainable growth, preserves our legacy, and provides exceptional public services.

Vision Statement

Rockdale County envisions a future where every resident thrives in a dynamic, connected, and resilient community. We strive to be a leading model of innovation, sustainability, and diversity, where generations collaborate, learn, and grow together.

Values (El Morales)

Integrity (Integridad) –  Upholding the highest standards of honesty and accountability, we commit to making our best even better by fostering a culture of integrity that permeates every aspect of our county’s operations. Through transparent and ethical practices, we aim to build trust within our community and demonstrate an unwavering commitment to doing what is right.

Empathy (Empatía) – In our pursuit of making our best even better, we recognize the power of empathy to strengthen the bonds within our community. By understanding and valuing the perspectives of all community members, we aim to create a county that is not only efficient and effective but also compassionate. Our commitment to empathy ensures that the diverse needs and concerns of our community are heard and addressed with care.

Listening (Escucha) – Making our best even better begins with active and attentive listening. We are dedicated to creating an environment where every voice is not only heard but genuinely listened to. By valuing the insights and feedback of our residents and other stakeholders, we can continuously improve our strategies, services, and overall community experience. Through open and responsive communication, we ensure that the aspirations and concerns of our community guide our actions.

Leadership (Liderazgo) – As leaders, our commitment to making our best even better involves setting a high standard for excellence and innovation. We embrace a forward-thinking approach that inspires progress and positive change. Through visionary leadership, we aim to guide Rockdale County towards a brighter future, implementing strategic initiatives that address current challenges while proactively preparing for the opportunities and demands of tomorrow.

Collaboration (Colaboración) – Recognizing that our collective strength surpasses individual efforts, we are committed to making our best even better through collaboration. By fostering a culture of teamwork, continuous dialogue, and partnership, we can break down silos and leverage the diverse skills, knowledge, and resources within our community. Together, we strive to achieve common goals, address shared challenges, and create a county where collaboration is not just encouraged but ingrained in our approach to problem-solving.

Inclusivity (Inclusividad) –  To make our best even better, inclusivity is paramount in Rockdale County. We are dedicated to ensuring that in Rockdale County everyone feels welcome, valued, and represented. Through inclusive policies, programs, and community engagement, we will celebrate diversity and ensure that every voice is heard and considered in shaping the future of our county.

DEFINITIONS

Bilingual/Multilingual Staff: An employee of the City who passes an assessment that demonstrates fluency in a language other than English and qualifies for the language certification program.

Federal Financial Assistance: Includes but is not limited to grants and loans; grants or donation of federal property; the sale, lease, or permission to use federal property at little or no cost; and any other federal agreement, arrangement, or other contract which has as one of its purposes the provision of assistance.

Interpretation: The process of adapting oral or signed speech from one language to another, either simultaneously or delayed (consecutive), without loss or change in meaning.

Language Access: The provision by an agency to communicate effectively and access information, services, and opportunities in a person’s preferred language.

Limited English Proficient (LEP): Individuals who have limited or no ability to read, write, speak, or understand the English language. English is not their primary language.

Qualified Interpreter / Translator: An individual who has been assessed for professional skills, demonstrates an elevated level of proficiency in at least two languages, and has the appropriate training and experience to interpret and/or translate with skill and accuracy. Interpreting and translating are different skills than being bilingually fluent and able to communicate in more than one language.

ASSESSMENT

Rockdale, as a recipient of federal funds, is required to take reasonable steps to ensure meaningful access to programs and activities by LEP persons. A determination of the extent of this obligation takes into account four factors2:

1. The number or proportion of LEP persons eligible to be served or likely to be encountered by a program, activity, or service of the County;
2. The frequency with which LEP individuals come in contact with the program;
3. The nature and importance of the program, activity, or service provided by the County to people’s lives; and
4. The resources available to the County and costs.

DEMOGRAPHICS

Data was collected from the American Community Survey (ACS) and the US Census Bureau (2023 1-year estimates) .

LANGUAGES SPOKEN AT HOME

Table 1. Languages Spoken at Home by Rockdale County Residents

Source: ACS 2023 (1-year estimates), Table S1601

The data secured from ACS shows that Spanish is the second most widely used language in the homes of Rockdale residents at 4.6%. The percentage of those who speak “other languages” appeared nominal at 2.1 %. The number of individuals who spoke languages, excluding Spanish, and did not identify as speaking English “very well” totaled 458. Census data is negligible in identifying the languages disbursed among the aforementioned individuals.

The most widely-spoken language within Rockdale County households, excluding English, is Spanish. Accordingly, the County will utilize its resources to translate documents published by the County in 2025 and thereafter in Spanish. Communications sent publicizing County events to external customers will be translated into Spanish. Additionally, the County will provide translation of vital documents into other languages when requested. Translation options for multiple languages are available via the County’s website, as is closed-captioning for the hearing impaired.

The County will provide voice recordings of vital documents for the blind/visually impaired community upon request.

LANGUAGE AND INTERPRETATION SERVICES

• The County will provide interpretation and translation services at no charge to individuals seeking information and services.
• The County will identify and translate vital documents into identified languages spoken by LEP individuals.
• The County will translate emergency communications into LEP identified languages.
• The County will provide interpretation for public meetings when requested.
• The County will use competent interpreters and translators. Minors and friends/family members of those who speak a language other than English will not be used as interpreters and translators.
• The County will support a bilingual employee compensation program for employees who pass an assessment to provide in-house communication as well as serve as interpreters and translators for County services patrons.

Staff Training

• Training for all County staff on language access policies, procedures, and resources will be provided.

Language Access Assessment

The County will conduct an annual assessment and evaluation of language access services and needs.

The Complaint Review Process

a. The Title VI Compliance Team will review complaints upon receipt to ensure that

relevant information is provided, the complaint is timely, and satisfies jurisdictional requirements.

b. All complaints shall be investigated unless:
▪ The complaint is withdrawn;
▪ The complainant fails to provide required information in a timely manner;
▪ The complaint is not filed timely; and
▪ Any issues that do not involve discrimination, or are not based on a protected basis will be directed to the appropriate entity. Under no circumstances will complainants be discouraged from filing a complaint.

c. Rockdale County’s Title VI Coordinator, or a designated Title VI representative, will investigate all complaints filed against the County’s employees, contractors, subcontractors, consultants, and other subrecipients.

d. Upon determination that the complaint warrants an investigation, the complainant will be sent a certified letter acknowledging receipt of the complaint within ten (10) days of receipt of the complaint. A claim number and the name of the investigator will be provided as well as the complainant’s rights under Title VI and related statutes. If there is determination that the complaint does not warrant an investigation, the complainant will be sent a letter via first class mail acknowledging receipt of the complaint and the determination. A claim number and the name of the investigator will be provided, as well the complainant’s appeal rights in accordance with Rockdale County’s policies.

e. If an inquiry or investigation is commenced, the respondent will be notified that he/she has been named in a complaint and will be provided with his/her rights under Title VI and related statutes. The investigator will inform the respondent that he/she will be contacted for an interview.

INVESTIGATION
Investigative Plan
The investigator shall prepare an investigative plan that includes, but is not limited to, the following:
▪ Complainant(s) name and address;
▪ Respondent(s) name and address;
▪ Applicable law(s);
▪ Basis for the complaint;
▪ Allegations, events or circumstances that caused the person to believe that he/she has been discriminated against;
▪ Name of persons to be interviewed and issues of which they have first-hand knowledge;
▪ Questions for the complainant, respondent, and witness(es);
▪ Evidence to be sought during the investigation; and
▪ Remedy sought by the complainant.

Conducting the Investigation
▪ The investigation will address only those issues relevant to the allegations in the complaint.
▪ Confidentiality will be maintained to the fullest extent possible.
▪ Interviews will be conducted to obtain the facts and evidence regarding the allegations in the complaint. The investigator will ask questions to elicit information about aspects of the case that the witness can provide firsthand information.
▪ A chronological record will be maintained in the case file throughout the investigation.
▪ The interviewee may have representation of his/her choice at the interview.

Informal Resolution
The Alternative Dispute Resolution (ADR) process is offered as an alternative for resolving Title VI complaints. During the investigative process, the investigator will make every effort to assist the parties with reaching a voluntary, negotiated resolution. During the initial interviews with the complainant and respondent, the investigator will request information regarding specifically requested relief and settlement opportunities.

Investigation Reporting Process
▪ Within 60 days of conducting the investigation, the investigator will prepare an investigative report and submit the report and supporting documentation to the Title VI Compliance Team for review. The investigative report should include recommended decisions.
▪ The investigative report should outline the following complaint details: Date of written complaint, complaint number, and the complaint basis (race, color, national origin, et cetera).
▪ The Title VI Coordinator will review the file and investigative report.
Subsequent to the review, the Title VI Coordinator will submit the investigative reports, investigative files, and recommended decisions to the Director of Human Resources.
▪ Upon the Director’s approval, the investigative report and recommended decisions shall be forwarded to the Board of Commissioners.

APPEALS
A Complainant may appeal the decision of the County’s Employee Relations Manager/Title VI Coordinator by writing to the County’s Board of Commissioners (“BOC”) Chairperson within ten (10) calendar days of receiving the decision. The County’s BOC Chairperson shall issue a written response to the appeal no later than sixty (60 days) after its filing.

All records and investigative working files will be maintained in the Office of the Title VI Coordinator.

Additional Grievance Options

The availability and use of this grievance procedure does not prevent a person from pursuing other legal or administrative remedies, including filing a complaint of discrimination in court or with applicable local, state, or federal agencies. A Complainant may file a Title VI complaint regarding any recipient of federal financial assistance alleging discrimination on the basis of race, color, national origin, disability, age, sex, or retaliation, through the following federal agencies:

U.S. Department of Justice
Civil Rights Division
Federal Coordination and Compliance Section-NWB
950 Pennsylvania Avenue, N.W.
Washington, D.C. 20530
Phone: (888) 848-5306
Email: FCS.CRT@usdoj.gov

U.S. Department of Housing and Urban Development
Atlanta Regional Office of FHEO
77 Forsyth St. SW
Atlanta, GA 30303
Phone: (800) 440-8091
Email: ComplaintOffice06@hud.gov

U.S. Environmental Protection Agency
Office of External Civil Rights Compliance
1200 Pennsylvania Avenue N.W.
Washington, DC 20460 (Mail Code 2310A)
Phone: (202) 564-3316
Email: TitleVI_Complaints@epa.gov

U.S. Department of Health and Human Services
Centralized Case Management Operations
200 Independence Avenue, S.W.
Room 509F HHH Bldg.
Washington, D. C. 20201
Phone: 1-800-368-1019
Email: OCRComplaint@hhs.gov

U.S. Department of Labor
Civil Rights Center
200 Constitution Avenue, NW, Room N4123
Washington, DC 20210
Phone: 202-693-6502
Email: CRCExternalComplaints@dol.gov

U.S. Department of Education
Office for Civil Rights
400 Maryland Avenue, S.W.
Washington DC 20202
Phone: (800) 421-3481
Email: OCR@ed.gov

U.S. Department of Homeland Security
Office of Civil Rights and Civil Liberties
245 Murray Lane, S.W. Bldg 410 (0190)
Washington, DC 20528
Phone: (202) 401-1474 or (866)644-8360
Email: CRCLCompliance@hq.dhs.gov

U.S. Department of Transportation
Federal Highway Administration
Office of Civil Rights
1200 New Jersey Avenue, S.E., 8th Floor E81-105
Washington, DC 20590
Phone: (202) 366-4648
Email: civil.rights@dot.gov

1 A written complaint need not be written in English. The County will take necessary steps to ensure that persons who have limited English proficiency as well as individuals with disabilities can meaningfully participate in this Policy.