Item number: 11a_attach_3
Meeting Date: March 12, 2024

1. LAP Department Survey
Title VI of the Civil Rights Act of 1964, requires recipients of Federal financial
assistance to take reasonable steps to make their programs, services, and activities
accessible by eligible persons with limited English proficiency. In April 2023, the
Port of Seattle Commission adopted a new Language Access Policy to systematically
ensure that all audiences have access to critical Port information, despite language
or accessibility barriers. The policy makes language access a permanent, ongoing
commitment by the Port of Seattle in every department and every division. This
language access policy sets into motion an assessment of current practices
(including a review of publicly facing documents, resources, signage, websites,
social media sites, and forms); the development of a guidance manual for divisions
to create language access plans; and a proposal for budgeting resources necessary
to implement this policy. 
By February 29, 2024, the Office of Equity, Diversity, and Inclusion (OEDI) and
External Relations (ER) will report the findings of any language access assessments
and the development and implementation of language access policy across the Port. 
Definition of Limited English Proficient (LEP) Individuals 
Individuals who do not speak English as their primary language and who have a
limited ability to read, write, speak, or understand English may be LEP and may be
eligible to receive language assistance with respect to the particular service, benefit,
or encounter. 
ASL
American Sign Language
* 1. Please enter your name and position title


* 2. Please enter your department

* 3. Please enter your email

          2. Understanding How LEP Individuals Interact with Your Department
The following series of questions helps Port of Seattle understand how an LEP
individual may come into contact with your Department: 
Definition of Limited English Proficient (LEP) Individuals 
Individuals who do not speak English as their primary language and who have a
limited ability to read, write, speak, or understand English may be LEP and may be
eligible to receive language assistance with respect to the particular service, benefit,
or encounter. 
4. Does your department interact or communicate with the public or are there individuals in
your dept who interact or communicate or might interact or communicate with LEP
individuals? 
Yes
No
I am unfamiliar with this

5. Please describe the manner in which your department interacts with LEP individuals.
Select all that apply: 
In-Person
Telephonically
Electronically (e.g., email or website)
Via Correspondence
Braile/ASL
Interpretation
I am unfamiliar with this
Other (please specify)

           3. Identification and Survey of LEP Individuals
The following series of questions aims to identify the LEP population you serve: 
Definition of Limited English Proficient (LEP) Individuals 
Individuals who do not speak English as their primary language and who have a
limited ability to read, write, speak, or understand English may be LEP and may be
eligible to receive language assistance with respect to the particular service, benefit,
or encounter. 
6. How does your department identify individuals who need language assistance? (Select all
that apply) 
Assume limited English proficiency if communication seems impaired 
Respond to individual requests for language assistance services
Ask open-ended questions to determine language proficiency on the telephone or in person
Use of “I Speak” language identification cards or posters or name tags
Based on written material submitted to the agency (e.g., complaints, emails)
We have not identified non-English speakers or LEP individuals 
I am unfamiliar with this
Other (please specify)


7. Does your program currently have a process to collect data about: 
Yes                        No               I am unfamiliar with this
The number of LEP
individuals that you
serve?
The number and
prevalence of
languages spoken by
LEP individuals in
your Port Impacted
Community? 

8. How often does your department assess the language data for communities you serve? 
Annually 
Biennially
Not sure
Other (please specify)

               9. Do you track the total number of LEP individuals who use or receive services from your
program each year? 
Yes
No
Not sure

10. Does your department have a system to track the cost of language assistance services? 

Yes
No
Not Sure

11. Specify the most frequently encountered non-English languages by your program and
how often these encounters occur (e.g., 2-3 times a year, once a month, once a week, daily,
constantly). 
If there are any other languages not listed, please indicate what language and frequency
(e.g., 2-3 times a year, once a month, once a week, daily, constantly). 
2-3 times a
year      once a month  once a week      daily       constantly        N/A
American Sign
Language (ASL)
Spanish
Chinese
Vietnamese
Korean
Tagalog
Japanese
Amharic
Somali
Other (please specify)

          4. Providing Language Assistance Services
The following set of questions will help the organization assess how well your dept
and division is providing language assistance services to LEP individuals: 
Definition of Limited English Proficient (LEP) Individuals 
Individuals who do not speak English as their primary language and who have a
limited ability to read, write, speak, or understand English may be LEP and may be
eligible to receive language assistance with respect to the particular service, benefit,
or encounter. 
12. What types of language assistance services does your department provide? (Select all that
apply) 
Bilingual staff 
In-house interpreters (oral) 
In-house translators (documents) 
Contracted interpreters
Contracted translators
Telephone interpretation services 
Video interpretation services 
Language bank or dedicated pool of interpreters or translators
Volunteer interpreters or translators
I am unfamiliar with this
Other (please specify)


13. Does your department ask or allow LEP individuals to provide their own interpreters or
have family members or friends interpret? 
Yes
No
I am unfamiliar with this

14. Does your department provide staff with a list of available interpreters and the non-
English languages they speak, or information on how to access qualified interpreters? 
Yes
No
I am unfamiliar with this

               15. Does your department have a process for identifying and translating the most important
or vital documents into the non-English languages of the communities in your Port Impacted
Community? 
Yes
No
I am unfamiliar with this

16. Which vital written documents has your department translated into non-English
languages? 
Consent forms
Complaint forms
Notices of rights
Notice of denial, loss or decrease in benefits or services
Notice to participate in programs or activities or to receive benefits or services
Notice of availability of contracts or funds, Request for proposals
Marketing of specific programs or initiatives
Budget and finance reports
I am unfamiliar with this
Other (please specify)


17. Does your department translate signs or posters announcing the availability of language
assistance services? 
Yes
No
I am unfamiliar with this

18. When your department updates information on its website, does it also add that content
in non-English languages? 
Yes
No
I am unfamiliar with this

19. Does your department notify the community about availability of contracts, funding, and
proposals in non-English languages? 
Yes
No
I am unfamiliar with this

           5. Training of Staff on Policies and Procedures
The following series of questions will help you identify whether staff receive
appropriate training on your language access policies and procedures: 
Definition of Limited English Proficient (LEP) Individuals 
Individuals who do not speak English as their primary language and who have a
limited ability to read, write, speak, or understand English may be LEP and may be
eligible to receive language assistance with respect to the particular service, benefit,
or encounter. 
20. Does all department staff receive initial and periodic training on how to access and
provide language assistance services to LEP individuals? 
Yes
No
I am unfamiliar with this

21. Are language access and LEP issues included in the onboarding and orientation for
employees? 
Yes
No
I am unfamiliar with this

22. Does your department procedural manual or handbook include specific instructions
related to providing language assistance services to LEP individuals? 
Yes
No
I am unfamiliar with this

23. Does staff receive periodic training on how to request the translation of written
documents into other languages? 
Yes
No
I am unfamiliar with this

24. Do you use staff members as interpreters and/or translators of materials? 
Yes
No
I am unfamiliar with this

               25. Do these individuals receive regular training on proper interpreting techniques, customer
service, ethics, specialized terminology, and other topics? 
Yes
No
I am unfamiliar with this

          6. Providing Notice of Language Assistance Services
The following series of questions will help you assess how you provide notice of
language assistance services to the LEP population in your Port Impacted
Community: 
Definition of Limited English Proficient (LEP) Individuals 
Individuals who do not speak English as their primary language and who have a
limited ability to read, write, speak, or understand English may be LEP and may be
eligible to receive language assistance with respect to the particular service, benefit,
or encounter. 
26. How do you inform members of the public about the availability of language assistance
services? (Select all that apply) 
Frontline and outreach multilingual staff
Posters in public areas
“I Speak” language identification cards distributed to frontline staff
Website
Social networking website (e.g., Facebook, Twitter)
E-mail to individuals or a list serv
I am un familiar with this
Other (please specify)

None of the above

27. Do your translated program outreach materials inform LEP individuals about the
availability of free language assistance services? 
Yes
No
I am unfamiliar with this

28. Does your department regularly advertise on non-English media (television, radio,
newspaper, and websites)? 
Yes
No
I am unfamiliar with this

              29. Does the main page of your department website include non-English information that
would be easily accessible to LEP individuals? 
Yes
No
I am unfamiliar with this

30. Does your department have multilingual signs or posters in its offices or public spaces
announcing the availability of language assistance services? 
Yes
No
I am unfamiliar with this

          7. Monitoring Language Access Procedures
The following set of questions will help you assess whether you have an effective
process for monitoring and updating your language access policies, plan and
procedures: 
Definition of Limited English Proficient (LEP) Individuals 
Individuals who do not speak English as their primary language and who have a
limited ability to read, write, speak, or understand English may be LEP and may be
eligible to receive language assistance with respect to the particular service, benefit,
or encounter. 
31. Does your department have a formal language access complaint process? 
Yes
No
I am unfamiliar with this

32. Has your department received any complaints because it did not provide language
assistance services? 
Yes
No
I am unfamiliar with this

33. Do you monitor the system for collecting data on beneficiary satisfaction and/or
grievance/complaint filing? 
Yes
No
I am unfamiliar with this

34. Do you obtain feedback from the LEP community on the effectiveness of your language
access program and the language assistance services you provide? 
Yes
No
I am unfamiliar with this

          8. Feedback
We welcome any suggestions for the improvement of Language Access at the Port.
35. What are other unique ways does your department support LEP individuals around
Language Access? 


36. Do you have any suggestions to provide support to LEP individuals in your department?

                                                                                  Item number: 11a_attach_3
Meeting Date: March 12, 2024
Language Access Community Survey 
The Port of Seattle is expanding its Language Access Plan. Language Access means providing
Limited English Proficient (LEP) people with reasonable access to the same services as
English-speaking individuals. 
We would like your feedback based on your experiences as a leader in the community. By
community, we mean the people with whom you work on equity, diversity and inclusion related
issues. 


In what capacity do you work with communities that could benefit from expanded language
access? 
Please select all that apply. 
▢ Professionally, as part of my paid job
▢ As a volunteer in my community
▢ Other, please describe:
__________________________________________________
▢ ⊗I do not work with or lead communities that could benefit from expanded
language access [TERMINATE]

               What percentage of the community you work with needs access to translation or interpretation
services in order to use Port of Seattle programs, services or information? 
o 0% to 25% 
o 26% to 50% 
o 51% to 75% 
o 76% to 100% 
Which non-English languages are commonly spoken by the community you work with? 
Please all that apply. 
▢ Amharic 
▢ Chinese 
▢ Dari 
▢ Hindi 
▢ Japanese 
▢ Khmer 
▢ Korean 
▢ Punjabi 
▢ Russian 
▢ Somali 
▢ Spanish 
▢ Tagalog

          ▢ Ukrainian 
▢ Vietnamese 
▢ Other, please describe:
__________________________________________________ 


Have you heard of anyone in your community having difficulty accessing information about Port
of Seattle operations, programs, and funding opportunities in a language other than English? 
o Yes 
o No 

Display This Question: 
If Have you heard of anyone in your community having difficulty accessing information about Port
of... = Yes 
Please describe the difficulties you heard about. 
________________________________________________________________ 
________________________________________________________________ 
________________________________________________________________ 
________________________________________________________________ 
________________________________________________________________

              How does your community access information about Port of Seattle operations, programs, and
funding opportunities? 
Please select all that apply. 
▢ Port of Seattle website 
▢ Community meetings (ex: Working with the Port 101) 
▢ Contracts and funding (ex: Vendor Connect) 
▢ Social media and apps 
▢ Personal connections 
▢ Email marketing 
▢ Other, please describe:
__________________________________________________

              How does your community prefer to access Port information? 
Please select all that apply. 
▢ Port of Seattle website 
▢ Community meetings (ex: Working with the Port 101) 
▢ Contracts and funding (ex: Vendor Connect) 
▢ Social media and apps 
▢ Personal connections 
▢ Email marketing 
▢ Other, please describe:
__________________________________________________

               What information about the Port of Seattle would be most useful to have available in your
community's preferred language? 
Please select all that apply. 
▢ Job and/or contracting opportunities 
▢ Community partnerships like grants, funding, or trainings 
▢ Safety information 
▢ Customer service at the airport, marinas, or parks 
▢ Port plans for future development 
▢ Community meetings and events 
▢ Other, please describe:
__________________________________________________

              The Port may use a combination of in-person and computer-generated translations (similar to
Google Translate, Microsoft Translate, or a web-based translation tool) in the expanded
language access plan. 
How much do you agree or disagree with the following statements? 
Neither
Strongly  Somewhat    agree    Somewhat  Strongly    Not
agree      agree       nor      disagree    disagree    sure 
disagree 
Computer-generated
translations are helpful
tools my community can       o        o        o        o        o       o 
use 
Computer-generated
translations are generally
accurate               o         o         o         o         o       o 



In your experience, which organizations, businesses or government agencies (if any)
communicate effectively with Limited English Proficient individuals? 
________________________________________________________________ 
________________________________________________________________ 
________________________________________________________________ 
________________________________________________________________ 
________________________________________________________________

               Would you be willing to be contacted for a follow-up conversation? 
o Yes 
o No 
Display This Question: 
If Would you be willing to be contacted for a follow-up conversation? = Yes 
Please provide your name and contact information. 
o Name: __________________________________________________ 
o Phone number: __________________________________________________

                                                                                 Item No.         11a_atach_3 
Date of Mee�ng       March 12, 2024 


Division                       Department                              Survey proxy 
Aviation                      AV Capital Program Management + FI    Cindy Maki 
Aviation                      AV Commercial Management             Jason Berg 
Aviation                      AV Customer Experience + Brand         Chelsea Rodriguez 
Aviation                      AV Customer Experience + Brand         Rosa Johnson 
Aviation                      AV Safety Management                  Thais Miler 
Central Services
(Corporate)                  AV Environment & Sustainability         Mallory Hauser 
Aviation                      AV Fire Dept                             Chelsea Alcala 
Aviation                      AV Police Department                    Molly Kerns 
Aviation                      AV Public records Request               Eldina Jasarevic 
Aviation                      AV Security                               Kory Nygard 
Maritime                   Boating, Ops + Security                 Rut Perez-Studer 
Central Services
(Corporate)                  CPO                                    Nora Huey 
Economic Development     Diversity in Contracting                Lisa Phair 
Central Services
Cathy Swift 
(Corporate)                  External Relations 
Central Services
AJ McClure 
(Corporate)                  External Relations 
Maritime                   Marine Maintenance                   Juan Martell 
Central Services
(Corporate)                  Port Construction Services               Rocío Trujillo

                                                                                               Item No.      11a_attach_3 
Date of Meeting     March 12, 2024 

Language Access Plan for Departments 
This Language Access Planning document is required for each department. Please consult with your department’s
Language Access Coordinator. This planning document will be attached to a department cover page. 
PART ONE: Introduction 
Please identify and describe the role of the Language Access Coordinator in your department including name, title,
years in this position. Describe the purpose of your department. What services and programs are offered? How you
interact with LEP individuals?







PART TWO: Division Language Access Resources 
What language access resources does your division currently have in place?

        PART THREE: Department’s 2025 Language Access Goals
What are your departments 2025 language access goals and timelines? Please describe below. 




Does your department need support in developing the language access goals and timelines? ☐ Yes ☐ No 

If Yes- Please send an email to the office of Equity, Diversity, and Inclusion. 






PART FOUR : Limited English Proficient (LEP) Population Assessment 
People who are not fluent speakers or writers of English are considered Limited English Proficient (LEP). Do you assess
LEP data in your department? ☐ Yes ☐ No
A.   If Yes, please indicate the number of clients served in the top tier languages. For technical assistance, contact the office of
Equity, Diversity, & Inclusion. 
Method of Service (Please check all that apply) 


2 | Page                                                                           [DEPARTMENT NAME] 
Language Access Plan 2024

               Languages          # of LEP     What tools are you using      Translation        Interpretation        In-Language
individuals        to gather this info?                                                       Outreach 
(Call center, Community
meeting data, Census
Maps, School Data,
Subcontractor Data etc.?) 
Spanish                                                            ☐                  ☐                   ☐ 
Vietnamese                                                   ☐                ☐                  ☐ 
Chinese (Cantonese                                               ☐                 ☐                   ☐ 
or Mandarin) 
Japanese                                                        ☐                 ☐                  ☐ 
Somali                                                             ☐                  ☐                   ☐ 
Filipino                                                               ☐                   ☐                    ☐ 
(Tagalog/other
dialects) 
Korean                                                         ☐                 ☐                  ☐ 
Cambodian/Khmer                                          ☐               ☐                ☐ 
Amharic                                                       ☐                 ☐                  ☐ 
Russian                                                              ☐                   ☐                    ☐ 





PART FIVE: Implementation 

Translation 
Describe your department’s plan for translation services. 

3 | Page                                                                           [DEPARTMENT NAME] 
Language Access Plan 2024

          Service                         Purpose                        Brief description of            Budget dollars allocated 
implementation plan 
Multilingual Signage (e.g.
language signs at reception
areas) 
Vital Documents 
Webpages 
Written outreach materials 
Other (please describe) 

Interpretation 
Describe your department’s plans for interpretation services. 
Type of Interpretation        Purpose                        Brief description of            Budget allocated 
implementation plan 
Community
Meetings/Sessions 
One-One Constituent
Meetings 
Language Line, Vonage or
other live-interpreter
service 
Other (please describe) 

Community Outreach (targeted communities) 
Describe your department’s plan for in-language community outreach services. 
Type of Outreach              Purpose of Outreach        Brief description of           Budget allocated 
(What is the initiative that   implementation plan 
this outreach supports?) 
Ethnic Media Ad Buys 


4 | Page                                                                           [DEPARTMENT NAME] 
Language Access Plan 2024

        Contracting with Community
Based Organizations (CBOS)
to do in-language outreach 
Other (please describe) 

PART SIX: Quality control and community review 
Ensuring community input, simplified language, and cultural competency.

Service         Do you have a system to measure quality of services? Please answer Yes or No for each
service listed. 
Translation     ☐ Yes                                                        ☐ No 
Please describe how you measure quality: 
[Comments]                                           Do you need technical assistance? 
[Comments] 

Estimated number of documents translated: 
Interpretation   ☐ Yes                                                         ☐ No 
Please describe how you measure quality: 
[Comments]                                           Do you need technical assistance? 
[Comments] 

Estimated number of interpretation services: 
In-Language   ☐ Yes                                                 ☐ No 
Outreach 
Please describe how you measure quality: 
[Comments]                                           Do you need technical assistance? 
[Comments] 

5 | Page                                                                           [DEPARTMENT NAME] 
Language Access Plan 2024

                          Estimated number of outreach services: 

Complaints                  Do you have a system to handle language-access related complaints? Please
answer Yes or No for each type of complaint. 
We provide information to LEP     ☐ Yes                           ☐ No                        ☐ Other 
individuals advising them of the
right to file a complaint if they
did not get the information or
Please describe. 
services, they sought due to
language barriers.                                                                                     [Comments] 

We display information on how    ☐ Yes                          ☐ No                       ☐ Other 
to file a complaint. 

Please describe. 
[Comments] 

Please describe how your department handles complaints regarding the provision of language access services. 

[Comments] 


PART SEVEN: Multilingual Employees Talent Bank (TO BE DEVELOPED) 
The purpose of this section is to understand the language resources among the Port’s workforce. Employees added to this
list below are not meant to be assessed or required to provide languages services. Add more lines as necessary. 
Employee’s Name           Title                       Department/Team           Language 


6 | Page                                                                           [DEPARTMENT NAME] 
Language Access Plan 2024

        Thank you for your attention to making the Port of Seattle a model in language access. 

Department Staff                             Title                                 Date
___________________________________________________________________________________________
_______
Division Director                                 Title                                     Date 
__________________________________________________________________________________________________ 

Office of Equity Diversity and Inclusion           Title                                      Date 








7 | Page                                                                           [DEPARTMENT NAME] 
Language Access Plan 2024