NATIONAL AERONAUTICS AND SPACE ADMINISTRATION'S
GODDARD SPACE FLIGHT CENTER

LANGUAGE ASSISTANCE PLAN
FOR ACCOMMODATING PERSONS
WITH LIMITED ENGLISH PROFICIENCY IN
GSFC-CONDUCTED PROGRAMS AND ACTIVITIES

GSFC LANGUAGE ASSISTANCE PLAN (LAP)
TABLE OF CONTENTS

I. Executive Summary

II. Policy Statement

III. GSFC Plan Elements

EXECUTIVE SUMMARY

The mission of the Goddard Space Flight Center (GSFC) is to expand knowledge of the Earth and its environment, the solar system and the universe through observations from space. We serve the scientific community, inspire the Nation, foster education, and stimulate economic growth. We partner with others to achieve NASA's goals. We create technologies that support and advance these endeavors to take full advantage of doing research in space. The GSFC Language Assistance Plan (LAP) is an opportunity to broaden our communication with the communities we serve.

The purpose of the GSFC LAP is to fulfill the requirements of Executive Order 13166 as interpreted by the NASA LAP plan and guidance to NASA Centers. Although the Agency preliminary analysis of programs and activities did not identify any barriers based on Limited English Proficient (LEP) individuals, NASA determined the highest probability of assistance needed to LEP individual is in Educational and Community Outreach programs (p. 22 NASA LAP). Each Center has been asked to develop a plan to address local needs.

The NASA plan identified four specific areas for Center assessment:

Education & Outreach

At GSFC the Public Affairs Office (PAO) has primary responsibility for education and community outreach, specified education programs, and the Speakers Bureau. However, in fulfillment of our responsibilities under the Space Act, the Space and Earth Science Directorates as well as some of the Project Offices have also initiated education and community outreach efforts such as:

Invited Presentations - Various Codes
Living with a Star (LWS) - Code 400/600
SUNBEAMS - Code 680/130
Sun Earth Connection - Code 600

Educational outreach activities also include Community Days and the Spacemobile, which travels throughout the Northeastern United States. Additional Outreach programs at GSFC involve efforts to better position minority universities and small businesses to compete for NASA work.

Visitors Centers

The Goddard PAO manages two Visitors' Centers: one at Wallops and one at Greenbelt.

Websites

Based on number of "hits" received, GSFC's top twenty web pages were identified for compliance with the Rehabilitation Act Amendments of 1998, e.g. Section 508, (See Appendix A for specific URL addresses).

Media Services

GSFC Public Affairs officials oversee media services to the news media such as printed material, lithographs, and videos. GSFC media is distributed through NASA Headquarters.

The GSFC LAP is consistent with the NASA LAP plan guidance and addresses the seven elements listed in the NASA objectives as follows:

ELEMENT 1. ASSESSMENT: NEEDS CAPACITY
Each NASA Center shall have in place mechanisms to assess, on an ongoing basis, the LEP status and language assistance needs of their target audience(s) in their respective conducted programs and activities, as well as mechanisms to assess their capacity to meet these needs according to the elements of this plan.

ELEMENT 2. ORAL LANGUAGE ASSISTANCE
Each NASA Center will arrange for the provision of oral language assistance to LEP persons in both face-to-face and telephone encounters in its conducted programs and activities where such assistance is requested and/or anticipated.

ELEMENT 3. TRANSLATION OF WRITTEN MATERIALS
Each NASA Center will produce vital documents in languages other than English where there is significant number or percentage of LEP persons in the target audience(s) of the respective conducted programs and activities. These written materials may include, but not be limited to, paper and electronic documents such as program and/or activity announcements, notices, web sites, and correspondence.

ELEMENT 4. PROCEDURES
Each NASA Center shall have in place specific procedures related to each of the plan elements and designated staff that will be responsible for implementing activities relating to their respective LAP.

ELEMENT 5: NOTIFICATION OF AVAILABILITY OF FREE LANGUAGE SERVICES
Each NASA installation shall inform the target audiences of its conducted programs and activities, through oral or written notice in the relevant primary language, that free language assistance is available.

ELEMENT 6. STAFF TRAINING
Each NASA Center will provide training to appropriate program staff on the policies and procedures of its respective language assistance activities.

ELEMENT 7. MONITORING ACCESSIBILITY AND QUALITY
Each NASA Center will institute procedures to monitor the accessibility and quality of language assistance activities for LEP persons in its conducted programs and activities.

POLICY STATEMENT

Goddard Space Flight Center
Language Assistance Plan

Element 1: ASSESSMENT AND NEEDS CAPACITY

Each NASA Center shall have in place mechanisms to assess, on an ongoing basis, the Limited English Proficient (LEP) status and language assistance needs of their target audience(s) in their respective conducted programs and activities, as well as mechanisms to assess their capacity to meet these needs according to the elements of this plan.

The NASA LAP plan establishes a context for assessing the potential need for LEP assistance by looking for the various groups of people who may be interested in NASA information. The Target Population Zones outlined in the NASA Plan set forth the context within which NASA communicates with outside customers and stakeholders. This context was established by using the information gathered as a result of the Communicate Knowledge Process Team and published in its report of 1998 (NP-1998-08-24-HQ, figure 1).

                             Zone 1     Zone 2     Zone 3     Zone 4

(Figure 1)

Within this context, the Agency determined that Zones 1 & 2 were the most likely spheres of communication in which we might encounter LEP individuals.

The Center has been asked to assess the potential need for LEP assistance by using the four factors outlined in the Department of Justice guidance. The four factors are the:

1. Number or proportion of LEP persons in the eligible service population
2. Frequency with which LEP persons come into contact with the program
3. Importance of the service provided by the program, and
4. Resources available to the recipient.

The resulting index provides a basis for decision-making and resources allocation. As an example, Figure 2 shows what we might consider if we were to plan an outreach program in the Prince George's (P. G.) County school system. The population estimates are based on U. S. Census data for P. G. County, which indicates that the top four languages other than English spoken in P. G. County are Spanish, French/Creole, Tagalog, and Korean (Appendix B). Through contact with the school system, we are also aware that the primary languages other than English targeted in program announcements are Spanish, French, and Korean. (Appendix B). For determining languages for written translations (which will be done on a case-by-case basis as outlined on page 12) the assessment will consider census data reflecting the population speaking a language other than English.

Figure 2

4-Factor Assessment for Language Assistance to LEP Persons in GSFC Programs

Note: Weight Scale             0.1 - 0.2 = Very Low               0.3 - 0.4 = Low
                                         0.5 - 0.6 = Considerable          0.7 - 0.8 = High
                                                              0.9 - 1.0 = Very High

This assessment tool can be used as part of future program development and evaluations. In addition to use of census data for the assessment, program specific initiatives can use data provided by past experience and persons familiar with the targeted audience as follows:

Education and Outreach:

The Speakers Bureau and traveling programs are efforts to reach audiences outside the Center through visiting outreach presentations. An assessment of the LEP audience can be obtained from the requesting organization at the time of the appointment by the various outreach coordinators and documented on the LEP Assistance Request Form provided by the Equal Opportunity Programs Office (EOPO) (appendix D), and used also to ascertain the frequency of requests and languages requested. If a specific request is made in advance and/or the nature of the event implies we should, we will provide language assistance.

Visitors' Centers:

LEP data documented on the LEP Assistance Request Form provided by OEOP (appendix D) will be collected from Visitor Center personnel or the phone translation services contract to determine the frequency and language requests for future program activity projections. Exhibits or displays may contain brochures/cards requesting LEP accommodations that can be used for assessing future requirements.

Media Services:

GSFC Public Affairs officials oversee media services to news media such as printed material, lithographs, and videos. GSFC media is distributed through NASA Headquarters. Information will be provided in languages other than English if relevant to the foreign language press.

Element 2: ORAL LANGUAGE ASSISTANCE

Each NASA Center will arrange for the provision of oral language assistance to LEP persons in both face-to-face and telephone encounters in its conducted programs and activities where such assistance is requested and/or anticipated.

GSFC is pursuing adding a Task Order to the existing Agency contract for interpreting services. Interpreter services can then be scheduled when activities are assessed and requests are made in advance of program initiation.

Access to telephonic contract interpreter services is being pursued.

Program specific initiatives are:

Education and Outreach:

Many of the GSFC education and outreach programs are conducted in conjunction with local school systems, which generally provide their own interpreters. However, GSFC education & outreach officials will assess the need for LEP assistance. Their assessments will include but not be limited to; asking at the time of program initiation, checking websites or other sources, and reviewing metropolitan area demographics. The LEP Assistance Request Form provided by OEOP (appendix D) can be used to obtain language assistance and will also be used to ascertain the frequency of requests and languages requested.

For the Speakers Bureau and Invited Presentations, an assessment of the LEP audience can be obtained from the requesting organization at the time of the appointment, by the various outreach coordinators, or by checking websites and other sources. The information can then be documented on the LEP Assistance Request Form provided by OEOP (appendix D) in order to provide reasonable accommodations.

Visitors Centers:

Oral interpretation will be provided when requested in advance. Services should be requested at least 48 hours in advance. Walk-ins or phone calls will be addressed via the contract telephone translation service (when activated).

Displays at the Visitors center, on tour, and in the traveling exhibits can be accommodated in languages other than English by, audiotapes and recorders, or videotapes if requested in advance.

Web Sites:

Web pages that are translated into languages other than English that have audio (voice) specific buttons will have audio portion translated into the same language as the text.

Element 3: TRANSLATION OF WRITTEN MATERIALS

Each NASA Center will produce vital documents in languages other than English where there is significant number or percentage of LEP persons in the target audience(s) of the respective conducted programs and activities. These written materials may include, but not be limited to, paper and electronic documents such as program and/or activity announcements, notices, web sites, and correspondence.

Consistent with the NASA Plan guidance on translation of written materials which states, "An effective language assistance strategy ensures that written materials that are routinely provided to the public in English are made available in regularly encountered languages other than English,…. it is important to ensure that vital documents such as program and activity announcements, materials containing information regarding the process to be followed for participation in a program or activity, notices pertaining to the cancellation of a program or activity, notices advising LEP persons of the availability of free language assistance, and other outreach materials be translated into the non-English language of each identified LEP group likely to be directly affected by the program or activity."

To this end, GSFC is pursuing written translation services being made available on a case-by-case determination by the cognizant program/activity coordinator based on the Four Factor Assessment; and whether vital documents are involved. The four factors are the:

1. Number or proportion of LEP persons in the eligible service population
2. Frequency with which LEP persons come into contact with the program
3. Importance of the service provided by the program, and
4. Resources available.

The assessment will consider census data reflecting the population speaking a language other than English. The Equal Opportunity Programs Office is available to assist with assessment determination.

In the past, the GSFC library and education office have used volunteer translators on an ad hoc basis to interpret some documents. The Center plans to maintain this capability.

The GSFC LEP brochure will be available at points of public contact such as the Visitors' Centers and security offices to inform individuals of LEP services.

Specific program initiatives are:

Education and Outreach:

Program/activity announcements and notices containing information regarding the process to be followed for participation in a program or activity will be available in regularly encountered languages other than English. Education and Outreach program coordinators can request translated documents on the LEP Assistance Request Form provided by OEOP (appendix D) in order to obtain a translated program or activity document in languages other than English for distribution.

Visitor Centers:

Advertisements for specific events can be translated as needed for regularly encountered languages other than English. Visitor Center personnel may obtain written translation assistance by submitting the LEP Assistance Request Form provided by OEOP (appendix D) in order to obtain a translated program or activity document in languages other than English for distribution.

Web Sites:

An LEP assistance tag in regularly encountered languages will be placed on the GSFC external homepage to inform LEP individuals of the LAP options.

Media Services:

GSFC media is distributed through NASA Headquarters. GSFC programs and activity announcements information will be provided in languages other than English if relevant to the foreign language press.

Element 4: PROCEDURES

Each NASA Center shall have in place specific procedures related to each of the plan elements and designated staff that will be responsible for implementing activities relating to their respective LAP.

The Equal Opportunity Programs Office (EOPO) will develop and publish written procedures on how to assess program activities for LEP and how to request translation and interpretation services. Responsible staff and GSFC LAP points of contact have been generally identified and will be updated on an as needed basis (Appendix C).

An annual assessment will be made of ongoing programs for LEP potential and requirements. Information gathered through the general public contact points during the previous year will be included in the annual assessment. All new programs will include an assessment for LEP potential as part of the development effort.

The LEP Request Form provided by EOPO (appendix D) will be a major source of assessment information. During the coming year, the GSFC EOPO will define an annual reporting system (which may include additional sources) that will facilitate future needs assessments and provide information on translation services used.

Specific Program Procedures are:

GSFC is pursuing adding a Task Order to the existing Agency contract for other than English language interpreting, translation, and telephonic services. In the past, the GSFC Library and Education Office have used volunteer translators on an ad hoc basis for written and oral interpretation. The Center plans to maintain this capability.

Other procedures are included in the specific element write-ups.

Element 5: NOTIFICATION OF AVAILABILTY OF FREE LANGUAGE
SERVICES

Each NASA installation shall inform the target audiences of its conducted programs and activities, through oral or written notice in the relevant primary language, that free language assistance is available.

The GSFC EOPO will develop an LEP brochure in selected languages to be placed at Security posts and the Visitors Center with mail-in cards attached requesting language assistance from the contract interpreting service or other available resources.

GSFC will alert LEP communities as to the nature, scope, and availability of the language assistance services set out in this Plan through the GSFC LEP brochure, GSFC external web page, and the switchboard message.

Element 6: STAFF TRAINING

Each NASA Center will provide training to appropriate program staff on the policies and procedures of its respective language assistance activities.

GSFC will provide training to appropriate program staff on the LEP policies and procedures, including process for arranging translation services. Briefings on the GSFC LAP will be provided to senior staff on the elements of the NASA Policy and general definitions. Overview briefings will be provided to GSFC employees on GSFC plan implementation elements and processes for obtaining translation services.

Detailed training in obtaining assessment data will also be provided to LEP Program component contacts.

Initial training will be offered by May 2002. Ongoing training will be offered annually.

Element 7: MONITORING ACCESSIBILITY AND QUALITY

Each NASA Center will institute procedures to monitor the accessibility and quality of language assistance activities for LEP persons in its conducted programs and activities.

On an annual basis, the identified program areas will be reviewed to monitor the effectiveness of their language assistance initiatives and assess the possible need for enhancements or modifications to those initiatives.

The GSFC EOPO, Directorates and other LEP POC's will conduct the annual reviews to ensure that the scope and nature of language assistance services provided under the plan reflect updated information on relevant LEP populations, their language assistance needs, and component experience under the plan. Annual review elements may consist of but not be limited to the following:

Alignment with Goals
Does the evaluation focus on overall as well as specific program goals?

Comprehensive Scope
Does the evaluation cover all elements of the NASA Plan including: providing appropriate resources consistent with program design and implementation?

Information Collection Methods
Do information collection practices support a valid and objective appraisal of program? Is the use of observational information as well as a review of records considered? Is appropriate data maintained?

Review of Results
Does the evaluation process result in sufficient information as to whether the program is working, and to identify any program concerns that require improvement?

Plan for Modification/Improvement
Has a process been established for designing and implementing program modifications in response to concerns identified through the evaluation process? Does this process take into account information provided by stakeholders and persons responsible for implementing recommended changes?

Implementing Program Changes

Are modifications scheduled to be promptly implemented?

Assessment mechanisms may include but not be limited to request for service forms, feed back forms, verbal feedback, e-mails, and web based evaluation forms.

Link to Ciencia@NASA