How VADOC Provides Language Help: interpretation, the 'I Speak' card, and translated materials

VADOC's language-services policy comes down to a simple promise: the Department will take reasonable steps to give limited English proficient (LEP) inmates and probationers/parolees meaningful access to facilities, services, programs, and activities. Language should never keep staff from communicating effectively, whether the issue is understanding instructions, asking for help, or participating in required processes.

When someone needs an interpreter, VADOC doesn't limit it to one format. Policy lists several approved methods for providing interpretation services to LEP inmates and probationers/parolees. The interpreter might be physically present, on the phone, over video, or connected through another DOC-approved electronic device. It depends on what's available and what fits the situation.

1. Use an in-person, on-site interpreter - VADOC policy allows interpretation services to be provided with an interpreter physically present when that is the method being used.

1. Use telephone interpretation - Interpretation services can also be provided over the phone, which can be a practical option when an in-person interpreter is not on-site.

1. Use video conferencing interpretation - VADOC also recognizes video conferencing as an approved way to provide interpretation services when an LEP inmate or probationer/parolee needs an interpreter.

1. Use DOC-approved electronic communication devices - Interpretation services may be provided through DOC-approved electronic communication devices, which is another official method listed in policy.

Some situations are too important to leave to guesswork. VADOC policy requires employees to provide verbal and written language assistance for key "vital" services, at no cost to the LEP inmate or probationer/parolee. If your loved one is being asked to make decisions, follow rules, request help, or respond to allegations, language assistance is part of that access.

• ✓ Treatment programming
• ✓ Education programming
• ✓ Safety-related communication
• ✓ Medical services
• ✓ Mental health services
• ✓ Grievance processes
• ✓ Disciplinary proceedings
• ✓ Classification proceedings

For people on community supervision, VADOC policy includes a simple tool to flag language needs quickly. At their request, LEP probationers/parolees should be provided an "I Speak" card. The card helps employees identify the person's primary language for both oral and written communication, especially in moments where explaining the full situation would be difficult.

Inside facilities, VADOC policy also allows visible language identifiers that make everyday interactions smoother. LEP inmates may request that their LEP status be printed on the front of their Inmate Identification Card and their primary language listed on the back. They can also request a language designation on their cell door. These identifiers help staff recognize right away that communication support may be needed.

Orientation is one of the first times people receive rules, options, and instructions, so language access matters right away. VADOC policy says information on qualified interpretation services must be included in all inmate and probationer/parolee orientation manuals, packets, and materials. Employees conducting orientation must also provide written orientation materials translated into the individual's primary language.

• ✓ Orientation manuals that explain rules and services
• ✓ Orientation packets given during intake, transfer, or initial contact
• ✓ Other orientation materials that include information on qualified interpretation services
• ✓ Written orientation materials translated into the individual’s primary language

You may hear staff refer to a "Qualified Bilingual Employee" (QBE). Under VADOC policy, a QBE is an employee designated by the LEP Coordinator who is fluent in English and at least one other language, and sufficiently fluent to convey complex instructions in the LEP person's primary language. The policy defines what a QBE is, but it does not lay out a detailed process for families to request a specific QBE by name.

Language barriers can turn small problems into big ones, especially when deadlines, medical needs, or disciplinary paperwork are involved. VADOC policy says it will take reasonable steps so language does not prevent effective communication. Your focus should be making sure your loved one is clearly identified as needing support and knows what to ask for.

• ✓ Ask your loved one to tell staff their primary language as early as possible, especially during intake, transfer, or orientation, so they can be treated as LEP when help is needed.
• ✓ If they are on probation or parole and have trouble with English, have them request an “I Speak” card so staff can identify their primary language for oral and written communication.
• ✓ Have your loved one ask for written orientation materials translated into their primary language during orientation.
• ✓ Remind them that orientation materials are supposed to include information on qualified interpretation services, so they can ask where that information is in the packet/manual.
• ✓ If there is an appointment or proceeding coming up, ask staff which interpretation method will be used (in-person, phone, video, or DOC-approved electronic communication devices).
• ✓ If the issue involves a vital service (medical, mental health, safety, treatment/education programming, grievances, disciplinary or classification), language assistance is supposed to be provided at no cost.