NATIONAL
AERONAUTICS AND SPACE ADMINISTRATION'S
GODDARD
SPACE FLIGHT CENTER
LANGUAGE ASSISTANCE PLAN
FOR
ACCOMMODATING PERSONS
WITH LIMITED ENGLISH PROFICIENCY IN
GSFC-CONDUCTED PROGRAMS AND ACTIVITIES
GSFC LANGUAGE ASSISTANCE PLAN (LAP)
TABLE OF CONTENTS
I.
Executive Summary
II.
Policy Statement
III.
GSFC Plan Elements
EXECUTIVE SUMMARY
The
mission of the Goddard Space Flight Center (GSFC) is to expand knowledge
of the Earth and its environment, the solar system and the universe
through observations from space. We serve the scientific community,
inspire the Nation, foster education, and stimulate economic growth.
We partner with others to achieve NASA's goals. We create technologies
that support and advance these endeavors to take full advantage
of doing research in space. The GSFC Language Assistance Plan (LAP)
is an opportunity to broaden our communication with the communities
we serve.
The
purpose of the GSFC LAP is to fulfill the requirements of Executive
Order 13166 as interpreted by the NASA LAP plan and guidance to
NASA Centers. Although the Agency preliminary analysis of programs
and activities did not identify any barriers based on Limited English
Proficient (LEP) individuals, NASA determined the highest probability
of assistance needed to LEP individual is in Educational and Community
Outreach programs (p. 22 NASA LAP). Each Center has been asked to
develop a plan to address local needs.
The
NASA plan identified four specific areas for Center assessment:
Education
& Outreach
At
GSFC the Public Affairs Office (PAO) has primary responsibility
for education and community outreach, specified education programs,
and the Speakers Bureau. However, in fulfillment of our responsibilities
under the Space Act, the Space and Earth Science Directorates
as well as some of the Project Offices have also initiated education
and community outreach efforts such as:
Invited Presentations - Various Codes
Living with a Star (LWS) - Code 400/600
SUNBEAMS - Code 680/130
Sun Earth Connection - Code 600
Educational
outreach activities also include Community Days and the Spacemobile,
which travels throughout the Northeastern United States. Additional
Outreach programs at GSFC involve efforts to better position minority
universities and small businesses to compete for NASA work.
Visitors Centers
The
Goddard PAO manages two Visitors' Centers: one at Wallops and
one at Greenbelt.
Websites
Based
on number of "hits" received, GSFC's top twenty web
pages were identified for compliance with the Rehabilitation Act
Amendments of 1998, e.g. Section 508, (See Appendix A for specific
URL addresses).
Media
Services
GSFC
Public Affairs officials oversee media services to the news media
such as printed material, lithographs, and videos. GSFC media
is distributed through NASA Headquarters.
The
GSFC LAP is consistent with the NASA LAP plan guidance and addresses
the seven elements listed in the NASA objectives as follows:
ELEMENT
1. ASSESSMENT: NEEDS CAPACITY
Each NASA Center shall have in place mechanisms to assess, on an
ongoing basis, the LEP status and language assistance needs of their
target audience(s) in their respective conducted programs and activities,
as well as mechanisms to assess their capacity to meet these needs
according to the elements of this plan.
ELEMENT
2. ORAL LANGUAGE ASSISTANCE
Each NASA Center will arrange for the provision of oral language
assistance to LEP persons in both face-to-face and telephone encounters
in its conducted programs and activities where such assistance is
requested and/or anticipated.
ELEMENT
3. TRANSLATION OF WRITTEN MATERIALS
Each NASA Center will produce vital documents in languages other
than English where there is significant number or percentage of
LEP persons in the target audience(s) of the respective conducted
programs and activities. These written materials may include, but
not be limited to, paper and electronic documents such as program
and/or activity announcements, notices, web sites, and correspondence.
ELEMENT
4. PROCEDURES
Each NASA Center shall have in place specific procedures related
to each of the plan elements and designated staff that will be responsible
for implementing activities relating to their respective LAP.
ELEMENT 5: NOTIFICATION OF AVAILABILITY OF FREE LANGUAGE SERVICES
Each NASA installation shall inform the target audiences of its
conducted programs and activities, through oral or written notice
in the relevant primary language, that free language assistance
is available.
ELEMENT
6. STAFF TRAINING
Each NASA Center will provide training to appropriate program staff
on the policies and procedures of its respective language assistance
activities.
ELEMENT
7. MONITORING ACCESSIBILITY AND QUALITY
Each NASA Center will institute procedures to monitor the accessibility
and quality of language assistance activities for LEP persons in
its conducted programs and activities.
POLICY STATEMENT
Goddard Space Flight Center
Language Assistance Plan
Element 1: ASSESSMENT AND NEEDS CAPACITY
Each
NASA Center shall have in place mechanisms to assess, on an ongoing
basis, the Limited English Proficient (LEP) status and language
assistance needs of their target audience(s) in their respective
conducted programs and activities, as well as mechanisms to assess
their capacity to meet these needs according to the elements of
this plan.
The
NASA LAP plan establishes a context for assessing the potential
need for LEP assistance by looking for the various groups of people
who may be interested in NASA information. The Target Population
Zones outlined in the NASA Plan set forth the context within which
NASA communicates with outside customers and stakeholders. This
context was established by using the information gathered as a result
of the Communicate Knowledge Process Team and published in its report
of 1998 (NP-1998-08-24-HQ, figure 1).
Zone
1 Zone 2 Zone 3
Zone 4
(Figure
1)
Within
this context, the Agency determined that Zones 1 & 2 were the
most likely spheres of communication in which we might encounter
LEP individuals.
The Center has been asked to assess the potential need for LEP assistance
by using the four factors outlined in the Department of Justice
guidance. The four factors are the:
1.
Number or proportion of LEP persons in the eligible service population
2. Frequency with which LEP persons come into contact with the
program
3. Importance of the service provided by the program, and
4. Resources available to the recipient.
The
resulting index provides a basis for decision-making and resources
allocation. As an example, Figure 2 shows what we might consider
if we were to plan an outreach program in the Prince George's (P.
G.) County school system. The population estimates are based on
U. S. Census data for P. G. County, which indicates that the top
four languages other than English spoken in P. G. County are Spanish,
French/Creole, Tagalog, and Korean (Appendix B). Through contact
with the school system, we are also aware that the primary languages
other than English targeted in program announcements are Spanish,
French, and Korean. (Appendix B). For determining languages for
written translations (which will be done on a case-by-case basis
as outlined on page 12) the assessment will consider census data
reflecting the population speaking a language other than English.
Figure
2
4-Factor
Assessment for Language Assistance to LEP Persons in GSFC Programs
Programs & Activities
|
Target
Popula-tions (Zone)
|
Factor #1 LEP persons in Target population
0.1-> 1.0
|
Factor # 2
Frequency of contact with LEP persons 0.1
->1.0
|
Factor #3
Importance of the pro-gram or activity
0.1 -> 1.0
|
Factor #4
Resources Available 0.1
-> 1.0
|
LEP Index (1+2+3+4 (<4.0)
|
1.
Education
& Outreach
2. Visitors’ Centers
3. Web sites
4. Media Services
|
Zones
1 & 2
Zone 1
All Zones
Zone
2
|
0.5
0.3
0.8
0.2
|
0.2
0.2
0.4
0.2
|
0.8
0.4
0.6
0.7
|
0.1
0.1
0.1
0.1
|
1.6
1.0
1.9
1.1
|
Note:
Weight Scale 0.1 - 0.2 = Very Low
0.3 - 0.4 = Low
0.5
- 0.6 = Considerable
0.7 - 0.8 = High
0.9 - 1.0 = Very High
This
assessment tool can be used as part of future program development
and evaluations. In addition to use of census data for the assessment,
program specific initiatives can use data provided by past experience
and persons familiar with the targeted audience as follows:
Education
and Outreach:
The
Speakers Bureau and traveling programs are efforts to reach audiences
outside the Center through visiting outreach presentations. An assessment
of the LEP audience can be obtained from the requesting organization
at the time of the appointment by the various outreach coordinators
and documented on the LEP Assistance Request Form provided by the
Equal Opportunity Programs Office (EOPO) (appendix D), and used
also to ascertain the frequency of requests and languages requested.
If a specific request is made in advance and/or the nature of the
event implies we should, we will provide language assistance.
Visitors'
Centers:
LEP
data documented on the LEP Assistance Request Form provided by OEOP
(appendix D) will be collected from Visitor Center personnel or
the phone translation services contract to determine the frequency
and language requests for future program activity projections. Exhibits
or displays may contain brochures/cards requesting LEP accommodations
that can be used for assessing future requirements.
Media Services:
GSFC
Public Affairs officials oversee media services to news media such
as printed material, lithographs, and videos. GSFC media is distributed
through NASA Headquarters. Information will be provided in languages
other than English if relevant to the foreign language press.
Element 2: ORAL LANGUAGE ASSISTANCE
Each
NASA Center will arrange for the provision of oral language assistance
to LEP persons in both face-to-face and telephone encounters in
its conducted programs and activities where such assistance is requested
and/or anticipated.
GSFC
is pursuing adding a Task Order to the existing Agency contract
for interpreting services. Interpreter services can then be scheduled
when activities are assessed and requests are made in advance of
program initiation.
Access
to telephonic contract interpreter services is being pursued.
Program specific initiatives are:
Education
and Outreach:
Many
of the GSFC education and outreach programs are conducted in conjunction
with local school systems, which generally provide their own interpreters.
However, GSFC education & outreach officials will assess the
need for LEP assistance. Their assessments will include but not
be limited to; asking at the time of program initiation, checking
websites or other sources, and reviewing metropolitan area demographics.
The LEP Assistance Request Form provided by OEOP (appendix D) can
be used to obtain language assistance and will also be used to ascertain
the frequency of requests and languages requested.
For the Speakers Bureau and Invited Presentations, an assessment
of the LEP audience can be obtained from the requesting organization
at the time of the appointment, by the various outreach coordinators,
or by checking websites and other sources. The information can then
be documented on the LEP Assistance Request Form provided by OEOP
(appendix D) in order to provide reasonable accommodations.
Visitors
Centers:
Oral
interpretation will be provided when requested in advance. Services
should be requested at least 48 hours in advance. Walk-ins or phone
calls will be addressed via the contract telephone translation service
(when activated).
Displays
at the Visitors center, on tour, and in the traveling exhibits can
be accommodated in languages other than English by, audiotapes and
recorders, or videotapes if requested in advance.
Web
Sites:
Web
pages that are translated into languages other than English that
have audio (voice) specific buttons will have audio portion translated
into the same language as the text.
Element 3: TRANSLATION OF WRITTEN MATERIALS
Each
NASA Center will produce vital documents in languages other than
English where there is significant number or percentage of LEP persons
in the target audience(s) of the respective conducted programs and
activities. These written materials may include, but not be limited
to, paper and electronic documents such as program and/or activity
announcements, notices, web sites, and correspondence.
Consistent
with the NASA Plan guidance on translation of written materials
which states, "An effective language assistance strategy
ensures that written materials that are routinely provided to the
public in English are made available in regularly encountered languages
other than English,
. it is important to ensure that vital
documents such as program and activity announcements, materials
containing information regarding the process to be followed for
participation in a program or activity, notices pertaining to the
cancellation of a program or activity, notices advising LEP persons
of the availability of free language assistance, and other outreach
materials be translated into the non-English language of each identified
LEP group likely to be directly affected by the program or activity."
To
this end, GSFC is pursuing written translation services being made
available on a case-by-case determination by the cognizant program/activity
coordinator based on the Four Factor Assessment; and whether vital
documents are involved. The four factors are the:
1.
Number or proportion of LEP persons in the eligible service population
2. Frequency with which LEP persons come into contact with the program
3. Importance of the service provided by the program, and
4. Resources available.
The
assessment will consider census data reflecting the population speaking
a language other than English. The Equal Opportunity Programs Office
is available to assist with assessment determination.
In the past, the GSFC library and education office have used volunteer
translators on an ad hoc basis to interpret some documents. The
Center plans to maintain this capability.
The
GSFC LEP brochure will be available at points of public contact
such as the Visitors' Centers and security offices to inform individuals
of LEP services.
Specific
program initiatives are:
Education
and Outreach:
Program/activity
announcements and notices containing information regarding the process
to be followed for participation in a program or activity will be
available in regularly encountered languages other than English.
Education and Outreach program coordinators can request translated
documents on the LEP Assistance Request Form provided by OEOP (appendix
D) in order to obtain a translated program or activity document
in languages other than English for distribution.
Visitor
Centers:
Advertisements
for specific events can be translated as needed for regularly encountered
languages other than English. Visitor Center personnel may obtain
written translation assistance by submitting the LEP Assistance
Request Form provided by OEOP (appendix D) in order to obtain a
translated program or activity document in languages other than
English for distribution.
Web
Sites:
An
LEP assistance tag in regularly encountered languages will be placed
on the GSFC external homepage to inform LEP individuals of the LAP
options.
Media Services:
GSFC media is distributed through NASA Headquarters. GSFC programs
and activity announcements information will be provided in languages
other than English if relevant to the foreign language press.
Element 4: PROCEDURES
Each
NASA Center shall have in place specific procedures related to each
of the plan elements and designated staff that will be responsible
for implementing activities relating to their respective LAP.
The
Equal Opportunity Programs Office (EOPO) will develop and publish
written procedures on how to assess program activities for LEP and
how to request translation and interpretation services. Responsible
staff and GSFC LAP points of contact have been generally identified
and will be updated on an as needed basis (Appendix C).
An
annual assessment will be made of ongoing programs for LEP potential
and requirements. Information gathered through the general public
contact points during the previous year will be included in the
annual assessment. All new programs will include an assessment for
LEP potential as part of the development effort.
The
LEP Request Form provided by EOPO (appendix D) will be a major source
of assessment information. During the coming year, the GSFC EOPO
will define an annual reporting system (which may include additional
sources) that will facilitate future needs assessments and provide
information on translation services used.
Specific
Program Procedures are:
GSFC
is pursuing adding a Task Order to the existing Agency contract
for other than English language interpreting, translation, and
telephonic services. In the past, the GSFC Library and Education
Office have used volunteer translators on an ad hoc basis for
written and oral interpretation. The Center plans to maintain
this capability.
Other
procedures are included in the specific element write-ups.
Element
5: NOTIFICATION OF AVAILABILTY OF FREE LANGUAGE
SERVICES
Each
NASA installation shall inform the target audiences of its conducted
programs and activities, through oral or written notice in the relevant
primary language, that free language assistance is available.
The
GSFC EOPO will develop an LEP brochure in selected languages to
be placed at Security posts and the Visitors Center with mail-in
cards attached requesting language assistance from the contract
interpreting service or other available resources.
GSFC
will alert LEP communities as to the nature, scope, and availability
of the language assistance services set out in this Plan through
the GSFC LEP brochure, GSFC external web page, and the switchboard
message.
Element 6: STAFF TRAINING
Each
NASA Center will provide training to appropriate program staff on
the policies and procedures of its respective language assistance
activities.
GSFC
will provide training to appropriate program staff on the LEP policies
and procedures, including process for arranging translation services.
Briefings on the GSFC LAP will be provided to senior staff on the
elements of the NASA Policy and general definitions. Overview briefings
will be provided to GSFC employees on GSFC plan implementation elements
and processes for obtaining translation services.
Detailed
training in obtaining assessment data will also be provided to LEP
Program component contacts.
Initial
training will be offered by May 2002. Ongoing training will be offered
annually.
Element 7: MONITORING ACCESSIBILITY AND QUALITY
Each
NASA Center will institute procedures to monitor the accessibility
and quality of language assistance activities for LEP persons in
its conducted programs and activities.
On
an annual basis, the identified program areas will be reviewed to
monitor the effectiveness of their language assistance initiatives
and assess the possible need for enhancements or modifications to
those initiatives.
The
GSFC EOPO, Directorates and other LEP POC's will conduct the annual
reviews to ensure that the scope and nature of language assistance
services provided under the plan reflect updated information on
relevant LEP populations, their language assistance needs, and component
experience under the plan. Annual review elements may consist of
but not be limited to the following:
Alignment
with Goals
Does the evaluation focus on overall as well as specific program
goals?
Comprehensive Scope
Does the evaluation cover all elements of the NASA Plan including:
providing appropriate resources consistent with program design and
implementation?
Information Collection Methods
Do information collection practices support a valid and objective
appraisal of program? Is the use of observational information as
well as a review of records considered? Is appropriate data maintained?
Review of Results
Does the evaluation process result in sufficient information as
to whether the program is working, and to identify any program concerns
that require improvement?
Plan for Modification/Improvement
Has a process been established for designing and implementing program
modifications in response to concerns identified through the evaluation
process? Does this process take into account information provided
by stakeholders and persons responsible for implementing recommended
changes?
Implementing
Program Changes
Are modifications scheduled to be promptly implemented?
Assessment
mechanisms may include but not be limited to request for service
forms, feed back forms, verbal feedback, e-mails, and web based
evaluation forms.
Link
to Ciencia@NASA
|