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HomeMy WebLinkAboutSOG 105.04 NEW 6-2016_2nd Language Verification7'1 111111111 iiiiii 1111 III `I f i I IN S �I ` 105.04 — Secondary Language Verification Effective. 6/5/2016 Revised: Replaces: I. Guiding Philosophy The ability to effectively communicate is an essential element in providing quality services. When we serve persons whose primary language is not English, the potential for miscommunications or misunderstandings is increased. By identifying and verifying members who are proficient in other languages, we are best prepared to overcome the inefficiencies that can be associated with language barriers. II. Purpose The purpose of this policy is to communicate the process for identifying and verifying secondary language proficiency, including American Sign Language. III. Goals The goals of this policy are to: A. Outline the proficiency testing, verification and incentive pay process and responsibilities. B. Outline proficiency verification recertification process and responsibilities. C. Communicate general information, responsibilities and expectations. IV. Definitions A. Collective Bargaining Agreement (CBA) — Contractual agreement between Beaumont Professional Firefighters, Local 399 and the City of Beaumont. B. Proctor — A person who is fluent in the language being tested who is chosen to administer the language proficiency exam. C. Proficient — A person who speaks a language with greater effort and less familiarity than a native or fluent speaker, but is still able to clearly and effectively exchange ideas in a conversation. D. Fluent — Mastery of a language to the extent that you can think in the distinct language and then smoothly transfer those thoughts directly into speech (or signing). SOG 105.04 — Secondary Language Verification Page 1 of 5 E. Native Language — The language that a person has spoken from earliest childhood. V. Proficiency Testing, Verification & Incentive Pay Process, Responsibilities & Expectations A. The objective of secondary language verification is to ensure that the member being tested is actually capable of understanding and conversing with a person who speaks the particular language as his/her primary or only means of communication. B. The Certification & Training (C&T) Group is responsible for processing members interested in verifying their proficiency in a secondary language. 1. Any individual who believes that he/she is proficient in a secondary language should email the Support Branch Director (copy email to all Training Coordinators) indicating the language(s) he/she wishes to be tested in. 2. The Support Branch Director will insure that arrangements are made to test and verify language proficiency. C. The proctor will administer an oral comprehension and response -based interactive exam that is provided by the department to the proctor. D. Based on the individual's ability to understand and converse in the language being tested, the proctor will rate the member's spoken language skill using one of the following categories: 1. Native — Can clearly think and quickly respond in the language as if they were born with it being their primary language. Flawless and effortless exchange of information. 2. Fluent — Excellent exchange of information. Dialect or accent may not be on par with native language skills for spoken languages (not valid for sign language testing) but all information is relayed accurately and efficiently. 3. Proficient — Can carry on an effective conversation in the language. May pause or have to think before responding, but not to such an extent that the proctor cannot effectively exchange information and ideas with the individual. Should have a broad vocabulary base in the language. 4. Needs Improvement — Understands a wider range of words and phrases, but is not able to respond quickly enough, or does not understand a large enough vocabulary to maintain a reliable exchange of information. SOG 105.04 — Secondary Language Verification Page 2 of 5 5. Unacceptable — Has minimal or no understanding of the language. May know some words or phrases but not nearly enough to converse and/or translate the information. D. To pass the exam, members must be categorized as Proficient, Fluent, or Native. E. Members who were categorized as Fluent or Native may be used as proctors for future testing purposes. F. All testing documentation must be submitted to the C&T Group for processing. Members should keep a copy for their records. G. When language proficiency documentation has been received and reviewed, the Support Branch Director will email all Fire Administration staff the following information: 1. Name of member who was tested 2. Language tested 3. Name of Proctor 4. Date and Location of Test 5. Category Attained (one of five categories outlined above) 6. Scan and attach PDF of all testing forms. H. When received, the Personnel & Benefits Administrative Assistant will: 1. Audit the information and documentation received for accuracy and completion. 2. Update and insure timely posting of the Verified Secondary Language Listing in the Fire Internal -Shared folder in Laserfiche. 3. If an incentive pay spot is available, initiate a PAF to start secondary language incentive pay for the member. 4. Prompt the Fire Chief to review and approve. 5. File the PAF of testing materials in the member's personnel folder in Laserfiche. VI. Recertification Process & Responsibilities A. As specified in the CBA, members must recertify in their secondary language proficiency at least every two years. SOG 105.04 — Secondary Language Verification Page 3 of 5 B. Recertification testing will be coordinated by C&T staff in October each year. C. It is the member's responsibility to initiate his/her recertification by following the process outlined in Section V. of this policy. 1. Members receiving incentive pay should initiate their recertification process a minimum of 30 days prior to their recertification date to insure timely recertification and avoid loss of incentive pay. 2. Incentive pay may be stopped for members who fail to recertify by their recertification date. NOTE: Per the current CBA, there are a limited number of incentive pay spots available. Members who fail to recertify on or before their recertification date can be bumped from incentive pay status, and their spot can be awarded to the next verified member according to the tie -breaks listed in this policy. VII. General Information, Responsibilities & Expectations A. A Verified Secondary Language Listing will be posted in the Fire Public folder in Laserfiche. The listing will include the following information for each secondary language: 1. Verified Member's Name 2. Seniority in the Department 3. Date Testing was Requested 4. Actual Testing Date 5. Proctor's Name 6. Scoring Category Assigned (Native, Fluent, Proficient) 7. Incentive Pay Status (Yes or No) 8. Recertification Date B. Incentive pay spots for secondary language proficiency will be awarded on a first- come, first-served basis. The following process for tie breaks will be followed in priority order: 1. Highest language score proficiency category (1 -Native Speaker; 2 - Fluent; 3 -Proficient) SOG 105.04 — Secondary Language Verification Page 4 of 5 2. Seniority within the department C. Languages not currently covered by the CBA for incentive pay purposes may be considered for proficiency testing as long as C&T staff can find a person who is recognized as fluent in the language to proctor the test. If C&T staff cannot find a suitable proctor within the community to administer a proficiency exam, then the member may propose a person he/she believes to be a suitable proctor. C&T staff must be satisfied that the proctor is fluent in the language, and that he/she will be impartial and fair in the testing process. 2. Members who are verified as proficient in a language that is not covered by the current CBA will not be eligible for monthly pay incentives, but would be eligible for call-back overtime if their language skill is needed. NOTE: Members may test for proficiency in multiple languages, but incentive pay is limited to the conditions of the collective bargaining agreement, which is currently payment for one language only. D. On -duty members who have certified as proficient in a second language may be called upon to assist with translation services as needed. 1. If the need for translation services is non -emergency, Non -Operations personnel should be considered first, if they are on -duty. 2. If the need for translation services is an emergency, the first available member who is able to assist should be utilized. E. Call-back for emergency translation services after normal business hours should be approved by the on -duty Deputy Chief. F. Call-back for non -emergency translation services should be approved by the applicable Section Chief. SOG 105.04 — Secondary Language Verification Page 5 of 5