MDOD Language Access Plan
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INTRODUCTION
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STATUTES, AUTHORITIES & POLICIES
Overview
Language Access Coordinator
Relevant Laws, Regulations, Executive Orders
3. LANGUAGE SERVICES
- a. Reception Service
- b. Written Document Translation
- c. In-person Interpretation
- d. Teleconference scheduled in advance
- e. Disaster Response and Recovery Work
4. HOW TO IDENTIFY LANGUAGE NEEDS
- a. Self identification
- b. Staff recognition
- c. Tagline Notice (Babel Notice)
1. INTRODUCTION
This document is the Maryland Department of Disabilities (MDOD) Language Access Plan (LAP). In
developing this LAP, we have reviewed our programs, services and documents for the public, the
ways we communicate with the public, the people we serve, and how we currently provide information and services in languages other than English or to those who are Deaf, Hard of Hearing or Deaf/Blind.
Maryland Department of Disabilities (MDOD) Language Access Plan (LAP) requires all Limited English Proficient (LEP) customers to receive timely, and meaningful access to all MDOD programs and activities. If an individual has limited ability to read, write, speak, or understand English, they are limited English proficient, or "LEP." Title VI of the Civil Rights Act of 1964 requires recipients of Federal financial assistance to take reasonable steps to make their programs, services, and activities accessible to eligible persons with limited English proficiency. State agencies must provide free language assistance services to all LEP customers or whenever an LEP person requests language assistance services. All MDOD staff must inform members of the public that language assistance services are available free of charge to LEP persons. This plan lays out the way MDOD will provide the timely and meaningful service to people of limited English proficiency.
2. STATUTES, AUTHORITIES AND POLICIES
Overview
The Americans with Disabilities Act, the Rehabilitation Act of 1973, and the Civil Rights Act of 1963 all play a part in making any state information, program or service available to all persons with access needs. The Maryland Department of Disabilities (MDOD) works hard each and every day to help make all state services available to Marylanders, including those with disabilities and/or limited English proficiency (LEP). Our department has partnered with all state agencies to help them understand the need to provide accommodations for people with disabilities. These accommodations can range from ASL interpreters, captioning, formatting of documents, and alternative formats like braille and large print and more. This list is not complete.
MDOD is a partner with the Department of Information Technology (DOIT), the Governor's Office of Community Initiatives (GOCI) and others to create the state's first Plain Language Plan. Plain Language helps make access easier for those with limited English proficiency by making translations easier to understand.
The Maryland General Assembly passed House Bill 981 in 2024 which required all principal departments (all parts of the Governor's cabinet) to have a formal language access plan available to all on their website by July 1, 2025. MDOD developed this written document to memorialize the efforts our department puts forth to provide language access services.
Language Access Coordinator
MDOD Language Access Coordinator is responsible for ensuring MDOD provides the public with access to all of MDOD's information, programs and services in the language and manner best suited to their needs. The Coordinator will also update this Language Access Plan each year and ensure it is posted on our website homepage.
Language Access Coordinator Contact Information
Kim McKay, Assistant Secretary of Programs
217 E. Redwood Street - Suite 1300
Baltimore, MD 21202
410-767-3654
Email: kimberly.mckay1@maryland.gov
3. Language Services
A. Reception Service
MDOD, and its satellite offices at MDTAP and TAM, do not have public facing services and have very little public traffic. However, our administrative staff at all sites are prepared to provide language access services to anyone who comes to our offices and requires interpreter services including foreign language and ASL interpreters. Staff is trained annually on use of the Language Line services for calls and in person visits that happen spontaneously.
B. Written Document Translation
MDOD uses the State of Maryland contracted interpreter and translation services company, Ad Astra. Our goal is to translate any general information fliers for MDOD, MDTAP programs and TAM programs into the languages that represent at least 3% of our population. Currently all documents are translated into Spanish, and with some translated into Chinese and Korean. To provide required disability accommodations as part of the Americans with Disabilities Act, we also have braille and large print versions of many documents. We will make any additional languages and formats available as the need arises, and proactively when additional funds become available.
MDOD s also a key contributor to the State of Maryland's Plain Language Initiative, housed at the Department of Information Technology (DOIT). The Plain Language Initiative has a strategic plan that includes making all public facing documents and websites in language that is easy to understand, with limited abbreviations and acronyms. This process will also help create translation documents that are clearer, and not subject to interpretation or confusion.
C. In-Person Interpretation
When needed, MDOD requests in-person language interpretation via the state contracted translator service, Ad Astra for any in person interaction for a constituent. MDOD utilizes the services of several state approved contractors for ASL interpretation as well.
In addition, MDOD has access to on demand translation services via a video call. This is very effective for both Deaf and Hard of Hearing individuals, as well as those whose primary language is not English. This video remote interpretation (VRI) is available via iPads, which are loaded with the VRI software and account information.
In addition, the Telecommunications Access of Maryland (TAM) provides the Communication Facilitator service (CF) which helps Marylanders who live with a combination of hearing and vision loss. The CF service provides equal access to communication to Marylanders who are DeafBlind through the facilitation of all types of communication—including American Sign Language, close-vision, tactile sign language, and more. Calls are made between a DeafBlind consumer and a video caller, through any video platform—including videophone (VP), Video Relay Services, FaceTime, Zoom, Skype, Google Hangouts, Google Meet, and more. This can be for in-person or on the phone encounters.
D. Teleconference scheduled in advance
When needed, MDOD requests in person language interpretation via the state contracted translator service, Ad Astra. If an in-person meeting is scheduled with our staff with someone who needs any kind of translation, we use Ad Astra for an in-person interpreter. MDOD utilizes the services of several state approved contractors for ASL interpretation as well. We provide both translation services when requested for our events, meetings, webinars or trainings as well. We include language on how to request interpreters or any other accommodations on our promotional materials for public events. .
E. Disaster response and recovery
When an emergency or disaster recovery event occurs, MDOD's Director of Emergency Preparedness Policy is activated and works in partnership with the Maryland Department of Emergency Management (MDEM). MDOD provides Whole Community Response, which means we work to ensure everyone who needs any kind of assistance or accommodations during an emergency, evacuation or sheltering situation. This includes deploying assistive technology kits that include communication devices, iPads and other accessibility products that can help people communicate who have language barriers. This can include people with Limited English Proficiency and/or who are Deaf or Hard of Hearing. These language access services continue through recovery activities such as community reception centers and family assistance centers.
4. How To Identify Language Needs
A. Self identification
Anyone who has communication difficulties, because of language barriers, limited English proficiency or who are Deaf, Hard of Hearing or Deaf/Blind, can request materials or assistance at any time. Services and materials are available at any time in alternative formats and other languages. Services, including one on one conversations, can be done using alternative methods and the Language Line.
B. Staff recognition
If any staff members are having difficulties understanding someone, or notice that someone is having difficulty understanding materials or conversations, staff members are trained to suggest and provide language support.
C. Tagline Notice (Babel Notice)
MDOD posts a notice for ways to access any language service on our website, at front desks and on our online application portals.
D. On-going Updates of Language Access Plan
MDOD will review this Language Access Plan (LAP) every year, and update it as necessary, or at least every two years. This process will ensure that MDOD is compliant with all laws and regulations, ensuring that MDOD's procedures provide meaningful language access to Marylanders with disabilities and limited English proficiency.
