M E M O R A N D U M

IM-69  05/29/03  LIMITED ENGLISH PROFICIENCY LANGUAGE INDICATOR


SUBJECT:
LIMITED ENGLISH PROFICIENCY LANGUAGE INDICATOR
DISCUSSION:
In August 2000, then-President Clinton signed an Executive Order requiring language appropriate information and services to be provided to individuals who are limited in English proficiency.  While the Division of Family Services meets these requirements through use of translation services such as Language Line, other contracts, and translated forms, the Department is furthering these efforts by collecting data in our automated system on the need for such services.

Effective June 1, 2003, the common area is changed to include an indicator for an individual's language.  If an individual is not proficient in the English language and is proficient in another language, that language should be indicated in the common area.  All other individuals should have a language indicator of English.  (The Department of Health and Senior Services assigns DCN's to all newborns born in the state of Missouri.  DHSS will likely use an indicator of English for all newborns.)

The language indicator is a required field for all DCN's assigned June 1, 2003, and later.  Additionally, the common area may be updated for other individuals as they present for follow-up benefits or services.  Some individuals may initially have a language indicator of English assigned, which can later be changed to another language, as the need becomes apparent.

Staff will need to use judgment in assigning this indicator.  If it is apparent that English is the individual's only language, that may be indicated.  If the individual appears to have difficulty understanding English, staff may prompt for another language (much as you would do in offering translation services).  If individuals access services through mail-in applications, use judgment on assigning the indicator.  (Application forms will be revised to include a question on language needs in the future.)

SCLR PROCESS

When assigning a new DCN or updating information in the common area staff will see the following screen in the SCLR process.  This screen will be available June 1, 2003.
 
 
S031
SOCIAL SERVICES
RACE/ETHNICITY/LANGUAGE   ADD
05/27/03
DCNU031
 DCN:
NAME  R/S DOB SSN VER
M 01/25/2003
 
Y/N/U ETHNIC Y/N   RACE
      HISPANIC/LATINO 1- WHITE
2- BLACK/AFRICAN AMERICAN
4- AMERICAN INDIAN/ALASKAN NATIVE
5- ASIAN
6- NATIVE HAWAIIAN/PACIFIC ISLANDER
U- UNABLE TO DETERMINE
X LANGUAGE PROFICIENCY
A -ENGLISH B -SPANISH C -BOSNIAN D -VIETNAMESE E -RUSSIAN
F -SOMALI  G -GERMAN H -CHINESE I -ITALIAN J -ARABIC
K -FARSI  L -FRENCH M -ALBANIAN Z -OTHER
NO    CONFIRM RACE/ETHN/LANG SELECTIONS
PFK1:HELP  PFK3:SCLR
S001: ENTER ALL APPLICABLE RESPONSES.

The only change to this screen is Language Proficiency.  This section requires a "X" in front of the correct (or workers best judgement) field.  This is a required field and must have an entry before a DCN can be assigned.  After the information has been entered the system will ask you to confirm the race, ethnicity and language selection.  Once this has been confirmed the system moves into DCN assignment.
NECESSARY ACTION:
  • Review this memorandum with appropriate staff.
  • Begin entering the Limited English Proficiency Language indicator when assigning DCN's June 01, 2003.
DC/GZ
Distribution #6
IM-68
[ 2003 Memorandums ]
IM-70