PD 24-08: Clarification on the Usage of the Notice of Language Services (GEN 1365)
| Date: | 06/04/2024 |
| To: | DEBS Eligibility and Clerical Staff |
| From: | Kamille-Angelita Reddy, Elizabeth Garay, and Tino Sacasa, SSA Business Policy Implementation Specialists |
| Reference: | PD 24-04: Recently Obsoleted Forms |
Background
The Language Survey – Interpreter/ Translation Request Form (SCD 1264) was obsoleted per PD 24-04: Recently Obsoleted Forms.
The SCD 1264 was obsoleted to streamline services and minimize paperwork to avoid requesting duplicative information from clients, as the language preference is asked on various program applications and renewal forms.
When state or county-specific correspondence is not available in the client’s language of preference, the multilingual Notice of Language Services (GEN 1365) is to be included with the English correspondence. The GEN 1365 informs the client to contact their worker if they do not understand the information in their correspondence and that they have the right to interpreter services provided by the county at no cost to the client.
Clarification:
The GEN 1365 is an automated notice sent with all CalSAWS correspondence mailed via central print. DEBS staff do not need to manually request the GEN 1365 to be mailed when sending CalSAWS correspondence via central print.
When DEBS staff send CalSAWS correspondence to clients manually via local (immediate) print and the correspondence is not available in the client’s preferred language, the GEN 1365 must be generated, printed, and included in the mailing. Until CalSAWS can track the history of the GEN 1365 notice being mailed out, staff must document in the CalSAWS Case Journal when this notice is manually generated and printed locally as CalSAWS Distributed Documents Search does not keep a history.
Note: The GEN 1365 will not appear in the CalSAWS Distributed Documents Search as this notice is not case-specific and this functionality has not been turned on in the CalSAWS system.
As a reminder, when clients are in person at the DEBS district offices, staff can determine the client's primary oral and written language by speaking with the client, or by asking the client to point to his or her language using the We Speak Your Language (SCD 2334) flyer.
Documentation:
Documentation in the CalSAWS Case Journal continues to be required for the case in the preferred language and the language in which services were provided to the client.
Failure to correctly code and/or document the client’s language preference in CalSAWS as noted on the application may lead to potential case citations, civil rights audit compliance, and appeals issues.
Implementation
The guidance in this Program Directive is effective immediately and applies to all DEBS programs.