Loading...
HomeMy WebLinkAboutF0116 Language Access Follow Up PUBLISHED 9-18-25To request this information in an alternate format, please call (541) 330- 4674 or send email to internal.audit@Deschutes.org Language Access Audit Follow-up: Responsibilities Clarified; Efforts Underway to Update Policies September 2025 Our 2025 audit of the language access program found unclear guidance and procedures around language access services that led to confusion and inconsistency. Though the County provided language access services there was some risk of noncompliance with federal law. Nine months later, Administration assigned responsibility for the program to Risk Management but was still working to update the Civil Rights Act policy to include language access, create a plan for improving language access, and implement procedures across the County to ensure staff complied with policy. Deschutes County Office of the Internal Auditor Page 1 of 3 Audit Follow-up Report: September 2025 Language Access Audit Recommendation Status Key: Initial finding: There was some risk of noncompliance with federal language access rules. Two-thirds of departments/offices did not proactively identify documents for translation and notices about the availability of interpretation were not easy to find. No specific person was assigned responsibility for language access. Recommendation: The County Administrator should assign responsibility for the language access program to a specific person. Update: The County Administrator assigned the language access program to the Deputy County Administrator who oversees Risk Management. Initial finding: Language access portions of the Civil Rights Act policy did not provide clear guidance to staff. Recommendation: Administration should update the Civil Rights Act policy to provide clearer guidance and include best practices. Update: Administration planned to implement this recommendation by July 1, 2025. Implementation was delayed because a Deputy County Administrator was temporarily performing the Human 1 Resolved 4 In Process 0 Accept Risk Management addressed risk. Auditors will no longer monitor. Recommendations are in progress. Auditors will continue to monitor. Management accepted the risk of not implementing the recommendation. Responsibility for language access assigned to Administrator overseeing Risk Management. Risk Management tasked with updating Civil Rights Act policy. Deschutes County Office of the Internal Auditor Page 2 of 3 Audit Follow-up Report: September 2025 Language Access Audit Resources Director duties during a position vacancy. The County Administrator has now tasked Risk Management with updating the Civil Rights Act policy. Initial finding: The County didn’t know what language access services were needed and provided across the organization. The County’s language access plan did not address timeframe, objectives, or funding needs. Perhaps most importantly, elements that would have identified need and how many resources the County should provide were either problematic or missing. Recommendation: Administration should create a language access plan based on the Language Access Assessment and Planning tool. Update: Administration planned to implement this recommendation by December 1, 2025. Implementation will be delayed because a Deputy County Administrator was temporarily performing the Human Resources Director duties during a position vacancy. Administration staff will work with Human Resources staff to create a plan. Initial finding: Without procedures, translated documents were not readily available and contracted vendors were underused and uncoordinated. Some staff were reluctant to use interpreters because there was not a budget for it and relied on phone app interpretation programs or friends and family of people seeking service instead. A countywide contract signed in April 2024 was not used at all when auditors checked invoices in November 2024. Administration and Human Resources working to create a language access plan. Administration planning to assist with developing tailored language access procedures. Deschutes County Office of the Internal Auditor Page 3 of 3 Audit Follow-up Report: September 2025 Language Access Audit Recommendation: Administration should add mandatory countywide procedures to the language access policy. Update: Rather than implementing a single mandatory countywide procedure, Administration planned to coordinate with each department/office to develop tailored procedures. As of September 2025, no procedures were yet implemented. Initial finding: Bilingual employees bore the burden of unclear policies and procedures. Some bilingual employees were overstretched or provided services without receiving a bilingual stipend. One employee got so many requests to interpret for coworkers that they were considering giving up the pay differential because it took up so much time. Recommendation: Administration should create a policy for the bilingual program that clarifies selection/hiring, testing, expectations, and compensation. Update: Administration planned to implement this recommendation by December 1, 2025. Implementation will be delayed due to a vacancy in the Human Resources Director position. Next Steps: We will continue to report on the status of in-process audit recommendations in our Global Follow-up Report at the end of each calendar year. Policy for bilingual employees in the works. Deschutes County Office of the Internal Auditor Audit Follow-up Report: Language Access Audit The mission of the Office of Internal Audit is to improve the performance of Deschutes County government and to provide accountability to residents. We examine and evaluate the effectiveness, efficiency, and equity of operations through an objective, disciplined, and systematic approach. The Office of Internal Audit: Audit committee: Elizabeth Pape – County Internal Auditor Daryl Parrish, Chair – Public member Phil Anderson – Public member Jodi Burch – Public member Phone: 541-330-4674 Liz Foott – Public member Email: internal.audit@deschutes.org Joe Healy – Public member Web: www.deschutes.org/auditor Kristin Toney – Public member Patti Adair, County Commissioner Steve Dennison, County Clerk Lee Randall, Facilities Director If you would like to receive future reports and information from Internal Audit or know someone else who might like to receive our updates, sign up at http://bit.ly/DCInternalAudit.