TRANSLATION SERVICES VERIFICATION FORM INSTRUCTIONS FOR COMPLETION

Transcription

1 TRANSLATION SERVICES VERIFICATION FORM INSTRUCTIONS FOR COMPLETION All Round 9 Grantees must complete the NFMC ROUND 9 TRANSLATION VERIFICATION FORM. Please note, Direct Grantees must complete the form with their own agency s translation services information, if they conduct NFMC counseling, AND all of their Subgrantees translation services information. If your agency has a large number of Subgrantees, feel free to pass the Translation Verification Form and this instructional guide to your Sub-grantees to complete individually. When submitting the Sub-grantees filled-out forms and attached documents, attach a list of Round 9 sub-grantees that filled out the forms and ensure that their responses comply with NFMC requirements. On the Translation Verification Form, Grantees will need to fill out: 1) Section A if the Grantee has multi-lingual counselors on staff OR Section B if the Grantee does not have multi-lingual staff, but has an agreement with a translation service, AND 2) Section C, which is a sample referral form. Some Grantees with Sub-grantees may have to fill out both Sections A and B, if Subgrantees fulfill the translation services requirement in different manners. In an effort to assist NFMC Grantees in completing the Translation Services Verification Form, NFMC has created five examples with common scenarios: EXAMPLE 1 (Section A): Housing Counseling Agency conducts NFMC counseling and does not have any Sub-grantees, branches, affiliates, or Contracted Counseling Entities (CCEs). The agency has a counselor on staff who speaks Spanish. In this instance, Section A should be completed with a list of staff available and on-hand to provide translation services to SECTION A: Staff provides translation services. X. Our agency has dedicated staff providing translation services to NFMC No. Our agency does not provide counseling; therefore, it does not need translation services. Our agency does ensure that its Sub-grantees comply with NFMC s translation services requirement. 1 Number of counselors/staff that provide translation Services at Direct Grantee and Sub- grantee (if applicable) locations.

2 The table below identifies the staff and language: (The number of rows in the table must equal the number of staff identified here) Counselor/Staff Member Name Jane Doe Main Spanish Language counselor/staff member translates If you need a larger table, please create another table and attach it to this document. NOTE: Section A would be left blank if there were no staff members within your agency who fulfilled translation services for counseling clients and the next section, (Section B), would be completed. EXAMPLE 2 (Section A): State Housing Finance Agency does not conduct any NFMC counseling in-house, but rather has its Sub-grantees conduct counseling. State Housing Finance Agency s Sub-grantees have multi-lingual staff available. In this instance, Section A should be completed with a list of staff available and on-hand at each Sub-grantee location to provide translation services to SECTION A: Staff provides translation services.. Our agency has dedicated staff providing translation services to NFMC X No. Our agency does not provide counseling; therefore, it does not need translation services. Our agency does ensure that its Sub-grantees comply with NFMC s translation services requirement. 4 Number of counselors/staff that provide translation Services at Direct Grantee and Sub- grantee (if applicable) locations.

3 The table below identifies the staff and language: (The number of rows in the table must equal the number of staff identified here) Counselor/Staff Member Name Jane Doe Jack Green Mary White Joe Plum Housing Counseling Agency Community Development Corp. Neighborhood Housing Center Local Housing Initiative Language counselor/staff member translates Spanish Spanish Chinese (Mandarin) Arabic If you need a larger table, please create another table and attach it to this document. EXAMPLE 3 (Section B): HELP4U Development Corp. employs a staff of 6 people in different capacities; none of the staff members speak a language other than English. The agency does maintain a relationship with a local University who has agreed to assist the agency when translation services are needed for Section A, as above, would not apply to the agency. In this instance, the agency would submit the Memorandum of Understanding (MOU) detailing the arrangement of translation services between the agency and University. SECTION B: Staff does not provide translation services. X. Our agency has a signed Memorandum of Understanding (MOU) or other documentation detailing a relationship with a translation agency that provides services for our NFMC X We have attached the MOU with our signed grant agreement. No. Our agency does not provide counseling; therefore, it does not need a signed Memorandum of Understanding (MOU) or other documentation. Our agency does ensure that its Sub-grantees have documentation verifying any agreements with translation services. MOUs or other documentation from each Sub-grantee with a translation services agreement are attached to this document.

4 The table below is a list of Sub-grantees that have MOUs or some other documentation: Documentation Verifying a relationship with a translation agency is attached to this form ( / No) EXAMPLE 4 (Section B): State Housing Finance Agency does not conduct any NFMC counseling in-house, but rather has its Sub-grantees conduct counseling. Some of state Housing Finance Agency Sub-grantees have multi-lingual staff, and some Sub-grantees have MOUs with translation services. In this instance, the agency must fill out Section A (as in Example 2) and Section B in the manner below: SECTION B: Staff does not provide translation services.. Our agency has a signed Memorandum of Understanding (MOU) or other documentation detailing a relationship with a translation agency that provides services for our NFMC We have attached the MOU with our signed grant agreement. _X No. Our agency does not provide counseling; therefore, it does not need a signed Memorandum of Understanding (MOU) or other documentation. Our agency does ensure that its Sub-grantees have documentation verifying any agreements with translation services. MOUs or other documentation from each Sub-grantee with a translation services agreement are attached to this document.

5 The table below is a list of Sub-grantees that have MOUs or some other documentation: Local Counseling Service Community Corp. Homeowner Counseling Assistance Documentation Verifying a relationship with a translation agency is attached to this form ( / No) EXAMPLE 5 (Section C): Housing Counseling Agency has a counselor on staff who speaks Spanish as well as a referral form for clients speaking languages other than English or Spanish. The document below is an example of a referral form. Please note ALL Grantees conducting NFMC counseling and sub-grantees must submit a referral form. If two or more of your Sub-grantees use the same referral form, just submit one copy of the form and note which Sub-grantees use the form. REFERRAL FOR TRANSLATION SERVICES FORM For clients requiring any non-english speaking services the following list of resources is being made available to assist you: Main Street School of Arts and Languages 999 Main St., Your City, State ( ) US Department of Education 123 Wood Ave, Your City, State ( ) Translation at Your Service: Client Signature: