Special Language Access Instructions

Benefits staff is to use the following guidelines for special language assistance situations:

IF the client... THEN code the case...
Is bilingual and declares English as a primary language, English speaking.
Declares English as his/her language, and based on experience, the EW believes that the client cannot understand English,
  • In the language the client believes he/she needs to use to communicate effectively. And
  • Request an interpreter, if appropriate.
  • Document on the Maintain Case Comments window what action is being taken and why.
Declares a language other than English as his/her language,
  • Based on the client's declaration of his/her language. And
  • Request an interpreter, if appropriate.
  • Document on the Maintain Case Comments window the method used to provide language access services to client; for example:
    • Assigned worker is bilingual
    • Other bilingual employee acted as interpreter
    • A volunteer interpreter was used
    • Client provider own interpreter

At Intake, Foster Care EWs must review documentation provided by DFCS or JPD (such as DFCS Intake Form SCZ 203) to determine the common language of both parent(s)/guardian(s) and code the case appropriately. 

Note: The Form/NOA language field in the Collect Case Summary Detail window in CalWIN will reflect the provider’s language as entered by Intake EW.

The referring agency is responsible for noting the language on documentation. If a language is not specified on the documentation, code the case as English. When there are two common languages (English being one of those) code the case as English.

Example Example If one parent/guardian speaks Spanish only and the other speaks both Spanish and English, code the case Spanish as this is the common language between the parents. 

Example Example If both parents/guardians speak Vietnamese and English, the case will be coded as English. 

In Continuing, the worker will change the Form/NOA language field from the Collect Case Summary Detail window in CalWIN if/when the Social Worker (SW) or Probation Officer (PO) provides information that the language need of the provider has changed. This information may be indicated on the “Foster Child’s Data Record and AFDC-FC Certification” form SOC 158A. Cases will be coded as English if the SOC 158A indicates the placement is a facility or Foster Family Agency.

Note: In a situation that differs from the scenarios above the worker will speak to their supervisor for direction.

Bilingual Certification

Bilingual staff must document on the Maintain Case Comments window that they have been certified by county when servicing clients who do not understand English.

“Your Rights Under California Welfare Programs” (PUB 13)

Reminder: Eligibility Workers must give the PUB 13 to ALL clients at Intake and annually at each Reinvestigation/Redetermination/Recertification (RRR). The PUB 13 includes information on client’s rights to language access services, including oral and interpreter services and written or translation services which county welfare departments are to provide. PUB 13 is available on the SSA Intranet page under “Resources” then “Client Civil Rights Info”, these can be printed out in various languages. The PUB 13 must also be available in district office lobbies.

Related Topics

Translation Requests by DEBS Staff