COOLIDGIL MUNICIPAL COURT 110 West Central Ave, Coolidge, AZ 85128 Telephone: (520) 723-6031 Facsimile: (520) 723-6067 E-mail: cour(@.coidpeaz.com Language Access Plan (LAP) I. Legal Basis and Purpose This document serves as the plan for the Coolidge Municipal Court to provide to persons with limited English profiçiençy (LEP) services that are in çompliance with Title VI of the Civil Rights Act of 1964 (42 U.S.C, 2000d el seq.; 45 C.F.R. $ 80.1 etseq.; and 28 C.F.R. $ 42.101- 42.112). The purpose of this plan is to provide a framework for the provision oftimely and reasonable language assistance to LEP persons who come in contact with the Coolidge Municipal Court. This Language Açcess Plan (LAP) was developed to ensure meaningful access to court servicès for persons with limited English proficiency. Although court interpreters are provided for persons with a hearing loss, access services for them are covéred under the Americans with Disabilities Act rather than Title VI of the Civil Rights Act, and therefore will not be addressed in this plan. II. Needs Assessment A. Statewide The State of Arizona provides court serviçes to a wide range of people, including those who speak limited or no English. From a statewide perspective, the following languages were listed with the greatest number of speakers who spoke English léss than "Very WelP" in Arizona (according to the Américan Community Survey estimate report from the U.S. Census Bureau dated March 2022): 1. Spanish 2. Navajo 3. Vietnamese 4. Chinese 5. Arabic B. Coolidge Municipal Court The Coolidge Municipal Court, is responsible.to provide services identified in this plan to all LEP persons. However, the following list shows the foreign languages that are most frequently used ini this Court's geographic area. Coolidge Municipal Court LAP, Page 2 of 14 1. Spanish This information is based on requested interpreter servicés. over the past two (2) years of the Coolidge Municipal Court and data from the U.S. Census Bureau dated April 2020 ("2014-2018 American Communities Suivey, 5-Year Estimates"). Coolidge is a part of Pinal County and home to an ethnically and linguistically diverse. population. The 2020 Decennial Census estimated an overall population of 13,218, whereas the 2023 estimate places the population closer to 18,293, ofwhich 54.1 percent is ofHispanic origin, 0.5 percent is of Asian descent, and 7,4 percent is of American Indian and Alaska Native descent. III. Language Assistance Resources A. Interpreters Used in the Courtroom 1. Providing Interpreters in the Courtroom In the Coolidgé Municipal Court, interprétérs will be provided in all courtroom proceedings. at no cost to all LEP Court customers, including: witnesses, victims and parents, guardians and family members of minors, as well as any other person whose presence or participation is necessary 01 appropriate as determined by the Judicial Officer, The Coolidge Municipal Court employs credentialed interpreters in the çourtroom pursuant to the provisions of Arizona Supreme Court Administrative Order 2016-02 on the credentialing of court interpreters, and Arizona Code of. Judicial Administration $7-301 on continuing education requirements for credentialed interpreters. To comply with these authorities, the Court will implément written policies regarding the usé ofi interpreters (see Addendum A"). It is the responsibility of the private attorneys, Public Defender; and City Prosecutor to provide qualified interpretation and translation services for witness interviews, pre-trial transcriptions and translations, and attorney/client communications during out of court proçeedings. 2. Determining the Need for an Interpreter in the Courtroom The Coolidge Municipal Court may determine whether a Court customer has limited English proficiency. Identification oflanguage needs at the. earliest point of contact is highly recommended. The need for a Court interpreter may be identified prior to a Çourt proceeding by the. LEP person 01 on the LEP person's behalfby Court staff, or outside justice partners, such as probation/parole officers, attorneys, social workers or Deténtion Center employées, and the interested party either directly or indirectly through third parties. Once a party has been identified as requiring LEP needs, Court staff should include this information along with the party's name O11 the Court's calendar, as well as a notation in the Coolidge Municipal Courl LAP, Page 3 of 14 Court's file, and in the Court's Case Management Software (AJACS). Court Staff utilize this method for identifying LEP needs. Signage throughout thé Court building indicating interpreter services are available may also help to identify LEP individuals. The Coolidge Municipal Court displays this sign in the Court's lobby and Courtroom. The Court Clerk's counter staff will also utilize the "I speak" card to better assist in identifying LEP: needs. Thé need for an interpreter also may be made khown in the Courtroom at the time of the proceeding. In a case where the Court is mandated to provide an interpreter, but one is not available at the time of the proceeding, even after the Court has made all reasonable efforts to locate one, as previously outlined in this plan; the case will be postponed and continued to a date when an interpreter can be provided. 3. AOCInterpretation Resources Court Interpreter Registry, Roster of Credentialed Court Interpreters, and Listserv: The AOC: maintains a statewide registry ofindividuals who indicate they have interpreting experience and have expressed interest in working in the courts. The registry includes information on the individuals' credentialing status with the Arizona Court Interpreter Credentialing Program (ACICP). The Court using interpreting services will determine the competence. of the persons listed and their suitability for a given assignment. This registry is available to Court staff on the Internet at pRPITSPSNn, The AOC also maintains a public Arizona roster of credentialed court interpreters. The public roster lists the name, language, credential level, and contact information for those interpreters who have succéssfully éarned an ACICP credential and who have consented to having their information appear in the public roster. The public roster is available. on1 the Arizona Judicial Branch website at htps/vywazcourtsgovnterpreter. Additionally, AOC created a statewide listsery to allow courts to communicate via e-mail on court interpreter-related matters. The listsèry is an excellent resource to locate referrals for specific language needs, Acçess codes and instructions to join the listserv, may be obtained from the AOC language access contact person, Video Remote Interpreting (VRI) The AOC has installed video conferéncing equipment at the State Courts building that will allow çourts with compatible technology to remotely conference an interpreter from the Phoenix metro area or from another courtjurisdiction into their court to improve resource allocation and reduce time and costs associated with interpreter travel. Contact the. AOCLAP contact for more information on VRI connectivity and checklist for Court proceedings most appropriate for video. Coolidge Municipal Court LAP, Page 4 of 14 B. Language Services Outside the Courtroom The Coolidge Municipal Court is also responsible for taking reasonable steps to ensure that LEP individuals have meaningful access to all Court sèrvices and programs outside the courtroom. Court services and programs include, but are not limited to, self-help çénters, clerk's office, intake officers, cashiers, and reçoids room. 1, Assistance to Understand Court Procedures and Policies Services offered by the Court generally to English-speaking customers putsuant to the Employee Code ofConduct (A.C,J.A. $1-303) must also be provided to LEP litigants in their language. 2., Assistance to Fill-out Court Forms and Pléadings The Coolidge Municipal Court will assist in the filling-out of court forms for those LEP Court customers, who are unable to do SO either by themselves or with the assistance of another competent adult proficient in English, and able to render assistance in a timely manner, This will be accomplished by providing assistance at the Court Clerk's front counter via the Language Line or bilingual staff person. 3, Court-Ordered Services and Programs The Coolidge Municipal Court also is responsible for taking reasonable steps to ensure that LEP individuals have meaningful access to. all Court-Ordered services and programs. Court-Ordered services and program include but is not limited to: conciliation, mediation, arbitration, treatment or educational programs provided by a court employee or a private vendor under contract with the Court. Contracts with vendors that provide direct services to court users must include the requirement that the vendor provide language seryices, including interpreters, for all LEP individuals. The: Court uses the following resources to facilitate communication with LEP individuals and Court staff or providers of Court-Ordered seivices: Staff Court interpreters o1 independent interpreter contractors; Bilingual employées; Bilingual volunteers; "I Speak" cards, to identify the individual's primary language; Written information in English and Spanish on how to access and navigate the Court; Multilingual signage throughout courthouse loçations in the following languages: English and Spanish; and Telephonic interpreter services. Coolidge Municipal Court LAP, Page 5 of 14 To provide linguistically accessible services for LEP individuals, the Coolidge Municipal Court provides the following: o Self-help services that include: bilingual staff, telephonic language assistance, and volunteers that provide self-help services to LEP persons in their primary language; Written informational and educational materials and instructions in English and Spanish; Website link from Court's website to the Supreme Court's Spanish translated webpage for court forms and instructions and other language access-related resources, such as the Court's LAP and çomplaint form and process, 4, Bilingual Staff and Volunteers The Coolidge Municipal Court uses bilingual staff and volunteers, if applicable, in the provision of linguistically accessible. services for LEP individuals. These staff assist LEP individuals at public counters and over the phone in the same mammer as that for English-speaking Court user's. Bilingual staff and volunteers. who have not completed the credentialing program are not used in lieu ofinterpreters, either in Court or for Court-Ordered programs and services. C. Court-Appointed or Supervised Personnel The Coolidge Municipal Court also shall ensure that Court-appointed or supervised personnel, including, but not limited to, court psychologists and doctors provide language services, including interpretation services as part of their service delivery system to LEP individuals. D. Translated Forms and Documents The Arizona courts understand the importance of translating forms and documents sO that LEP individuals have greater access to the courts' services. The Coolidge Municipal Court currently uses forms and instructional materials translated into: Spanish, The Court has translated various documents into other languages. These documents arelocated at the Court's front counter and on the Court's website. i, Sight Translation The Court will provide assistance, sO LEP persons may understand Court-issued documents provided in English through sight translation or other reasonable means. E. Website/Online Access Ifthe Court operates an Internet website, it should ensure the website is accessible to LEP persons and will include, at a minimuim: Coolidge Municipal Court LAP, Page 6 of 14 Ar notice about the availability oflanguage serviçes written in Spanish and posted on the home page. A hyperlink to: Arizona Supreme Court's Spanish-translated webpage at pmrvyaontigowilemindeamioenvidie. IV. Court Staff and Volunteer Recruitment A. Reeruitment of Bilingual Staff for Language Access The Coolidge Municipal Court is an Equal Opportunity Employer and recruits and hires bilingual staff to serve its LEP constituents. Primary examples include but are not limited to; Court interpreters to serve as regular full-time employees oft thé Court; Court interpreters to serve as regular interpreter contractors of the Court; a Bilingual staff to serve at public counters and or self-help centers; and Bilingual staff available on call to assist with contacts from LEP individuals, as needed. B. Recruitment of' Volunteers for Language Access The Coolidge Municipal Court also récruits and uses volunteers to àssist with language access in the following areas; At public çounters to provide interpretive services between staff and the LEP public. V. Judicial and StaffTraining The Coolidge Municipal Court is committed to providing language access training opportunities for all judicial officers and staff members. Training and learning opportunities currently offered will be expanded or continued as needed. Those opportunities may include: Interpreter coordinator training; Diversity Training; Cultural competency training; LAP training; Staff attendance in Spanish training, provided by the Court in partnership with local colleges and institutions to offer these classes on site and free to employees on Court time, o1 through tuition reimbursement; New employeè orientation training; Judicial officer orientation on the use of Court interpreters and language Competency; AOC's Language Access in the Courtroom Training DVD; and AOC's Language Access Online Training Videos located at: htp/wy.azcourisgov/elicationseryiceycoekchassopom/video-center Coolidge Municipal Court LAP, Page 7 of 14 VI. Public Outreach and Cducation A. General To communicate with the Court's LEP constituents on various legal issues of importance to the çommunity, and to make them aware of: services available to all language speakers, the Coolidge Municipal Court provides community outreach and education when the opportunity arises to address public groups through meetings or press releases. Outreach and education efforts may include: 0 Public sèrvice announcements in English and Spanish, provided periodically through the Court's website, which may include: printed material, flyers, and mailers on the availability of self-help center services and public workshops; and, Partnerships and collaborations with community service çenters, bar associations, governmental social service providers, volunteer organizations, and public libraries to provide a court presence in the LEP community. The Court will continue to monitor the need for public outreach and education programs and make any: accessible to LEP persons as they are developed. The Court will solicit input from the LEP community and its representatives through focus groups and/or meetings and will seek to inform community service organizations on how LEP individuals can accèss Court services. B. Videos, Webinars, On-line Classes, In-person Classes and Other Similar Instructional Methods New public-façing videos designed to assist litigants or the public more broadly shall be in English and Spanish. Those videos, webinars, and instructional materials currently in existence which are deemed to be "vital" shall be made available in Spanish. The Court will determine whether any existing videos, webinars, and instructional materials should be made available in languages other than English and Spanish by çonsidering the Department ofJustice's S four-factor analysis. VII. Formal Complaint Process If an LEP Court customer believes meaningful access to the courts was not provided to them, they may choose to file. a complaint with the Court Administrator, The Coolidge Municipal Court will develop a complaint process that includes, at a minimum, the following information: @ The Court will respond to any complaint within thirty (30) days and the records will be Coolidge Municipal Court LAP, Page 8 of 14 maintained as public record. The complaint may bè filed as. follows: Drop off the completed complaint form at the Court's fiont window; E-mail the completed complaint form to the Court at: comrt(@coolidgem.com; Mail the completed complaint form to the Court' S address: 110 W. Central Avenue, Coolidge, AZ85128; Contact thè Court to rèquést assistarice in filling out the: form either via Court staff or the Language Line. The Court has attached the complaint form (English/Spanish) to the LAP. In the alternative, the complaint form can be located at the Court's website: tpy/wwy.ooldgezecommunicipl-sout The Court will ensure that translated versions of the complaint form are available in multiple locations, including, but not limited to: Forms posted on the Court's website; and Hard copy forms available at thè front counters. VIII. Public Notification and Evaluation ofLAP A. LAP Approval and Notification The Coolidge Municipal Court's LAP is approved by the Presiding Judge and Court Executive Officer. Upon approval, please forward a copy to the AOC Court Services Division. Any revisions to the plan will be submitted to the Presiding Judge and Court Executive Officer for approval, and then forwarded to the AOC. Copies ofCoolidge Municipal Court's LAP will be posted on the Court's website htps-/www.coolidgeaz.com/municipal-cour!) and provided to the public in hard copy form upon request. B. Evaluation of the LAP The Coolidge Municipal Court will routinely assess whether changes to the LAP are needed. The plan may be changed o1 updated at any time but reviewed not less frequently than biennially. Evèry two (2) years the Présiding Judge will review the effectiveness oft the Court's LAP and update it as necessary. The evaluation will include identification of any problem areas and development of corrective action strategies. From time to time, the Court may consider using a survey sampling of data collection for a limited time period which involves assessing language access requests to assist in thé evaluation of thé LAP. Elements of the evaluation will include: Number ofLEP persons requesting Court interpreters and/or language assistance; Assessment of current language needs to determine if additional services or translated materials should be provided; Solicitation and review of feedback from LEP communities within the County; Coolidgé Municipal Court LAP, Page 9 of 14 o Assessment of whether Court staff adequately understand LEP policies and procedures and how to carry them out; Review of feedback from Court employee training sessions; Customer satisfaction feedback as indicated on' the access and fairness suryey, if administered by the Court during this time period; and Review any language access complaints received during this time period. C. Trial Court Language Access Plan Coordinator: Honorable Kyle Hopson Presiding Magistrate 110 West Central Avenue Coolidge, AZ 85128 Telephone: (520) 723-6031 E-mail: KiopsonOcpoidgez.com D. AOCLanguage Access Contact: David Svoboda Court Services Division Administrative Office oft the Courts 1501 West Washington Street Suite 410 Phoenix, AZ 85007 Telephone: (602) 452-3965 E-mmail: dsvoboda@coutsargoy E. LAP Effective date: FEBRUARY 01, 2025 F. Approved by: Presiding Judgé: Date: 01/1/25 Hon. Kyle Hopson Coolidge Municipal Court LAP, Page 10 of 14 Addendum 66 A" Interpreter Services Policy COOLIDGE MUNICIPAL COURT 110 West Central Ave, Coolidge, AZ 85128 INTERPRETER SERVICES GUIDELINES Arizona Supreme Court Administrative Order 2016-02. requires courts to have their staffi interpreters credentialed at the Tier: 3 level 01 higher within two (2) years of their date of hire. Also, the Order requires the Couit to demonstrate appointment preference for credentialed freelance interpreters. Additionally, Arizona Code of Judicial Administration (A.C.J.A.) $7-301 requires interpreters to comply with mandatory continuing education requirements. Beginning in 2025, courts will be able to check an interpreter's compliance with these requirements in the Arizona Court Interpreter Registry. To comply with the Court's duty to take réasonable steps to ensure meaningful acçèss to the Court's programs and services forindividuals with limited-English proficiency, the Court will employ the following guidelines for interpreter serviçes. Interpreter Credentialing Tiers and Descriptions Administrative Order No. 2016-02 established the Arizona Court Interpreter Credentialing Program (ACICP) and created the following credentialing tiers for interpreters in the Arizona çourts: Tier 4: The highest credentialing tier an interpreter can earn, denoting a superior command of both working languages and the requisite skills and abilities in all modes ofinterpreting. Interpreters at this level have successfully completed training on interpreter ethics and the Arizona court system, language assessments in English and the relevant working language (e.g., Spanish, Korean, etc.), and earned scores of at least 80% on all sections of the Oral Court Interpreting Exam. Tier3: This tier denotes an interpreter that is fully competent in all modes ofinterpreting, It is the minimumn level of credential required of interpreters in staff positions in the court. Tier3 interpreters mnust successfully complete all testing and training elements described above for Tier 4 with scores of at least 70% on all sections of the Oral Court Interpreter Exam. Tier 2; Denotes an interpreter skilled in the three modes of interpreting and having completed all testing and training elements described above with scores of at least 60% 011 all seçtions ofthe Oral Court Interpreter Exam. Tier. A: This tier is reserved for interpreters of languages without an available Oral Court Interpreter Exam and whose interpreting skills, therefore, cannot be evaluated by ACICP. Interpreters at this tier have successfully completed training on interpreter ethics and the Arizona court system, passed the English language assessment, and demonstrated superior command of the relevant working language (.g, Italian, Japanese, etc.). Coolidge Municipal Court LAP, Page 11 of 14 Tier 1: This is the lowest, introductory tier of interpreter credentialing offered by ACICP. Interpreters at this level have completed the same elements described above for Tier. A with an advanced command of the. relévant working language. Tier 1 interpreters' skills have either not yet been evaluated or failed to earn scores on the Oral Court Interpreter Exam sufficient to achieve and/or maintain the more adyanced tiers above, In-Court & Court-Ordered Hearings, Events, Programs, And Services For all in-court and Court-Ordered hearings, events, programs, and services, the court will employ interpreters in accordance with AO 2016-02 and the related Guidance to Courts Regarding the "Preference' * Requirement in A.O. 2016-02 issued by the Cout Interpreter Program Advisory Committee. These. authorities make it incumbent upon the Court to ensure interpreters assigned to matters forthe Court are appropriately skilled and competent, considering the totality ofthe Court's responsibilities, the rights of limited English proficient parties and court customers, and the nature and complexity ofthe hearing or event, In general, the court will demonstrate preference for credentialled interpreters at the highest available level as shown in the following illustration, read from left to right: Tiers4 &3 Telephonic (incl. certified providers& by other state Tier 2 TiersA &1 other uncredenlialled OI lederally) interpreters The timing of notification ofi interpreter needs and the availability of resourcès may result in deviations froim the guidelines above, however, the overall goal is to provide the best serviçes possible to ensure meaningful acçess to the Court's hearings, eyents, programs, offices, etc; To this end, the Court will ensure its personnel responsible for staffing interpreted events use and have access to the Arizona Court Interpreter Listserv and the Arizona Court Interpreter Registry, As with uncredentialled interpreters, providers of remote interpreting services such as Language Line and similar vendors are not credentialed by ACICP or any other entity, As such, the Court must consider these options as "last lines of defense" only. These will not be used as the Court's first or only available option, with the exception of emergent hearings and, events for which no other viable options, including a continuance, are reasonably available to the Court. For the Deaf and Hard ofHearing, the Court will: make reasonable accommodations, including the provision of qualified interpreters, pursuant to federal and State statute and the Rules ofthe Arizona Commission for the Deaf and Hard ofHearing. Coolidge Municipal Court LAP, Page 12 of 14 Public Counter, Phone Calls, and Interactions with Clerk of Court and Other Court Offices In no event will a member of the public be turned away from the Court due to the inability to speak, réad, or write English fluently. Court staff must provide language assistance as needed to provide proper customer" service in accordance with the. Arizona Code of Judicial Administration $1-303 (Code of Conduct for Judicial Employees). This responsibility shall not be shifted to the court user/customer, their friends or family, other" interested parties or members ofthe public. For routine public assistance, interactions, and services; general legal information; payment transactions; forms assistançe (scribing); etc., the Court will ensure: meaningful language access using the following resources; 1. Staff interpreters; 2. Bilingual staff; 3. Freelance interpretérs (individuals or agencies); 4. Remote/telephonic providers (Language Line o1 similar); and 5. Language ID cards to identify an individual's language. Interactions By the Public with Attorneys at the Courthouse: It is the responsibility ofthe attorney, both prosecutors and defense çounsel, whether appointed or retained, to take reasonable steps to ensure méaningful access to their services. for individuals with limited-English proficiency (e.g., meetings betweèn LEP defendants and their defense attorney and/or opposing counsel, victim/witness meetings with the prosecution and/or opposing counsel, etc.), While it is not the Court's responsibility to do so, the Coolidge Municipal Court may provide language assistance resources for these encounters as a courtesy. The Coolidge Municipal Court provides this courtesy assistance as follows: Language Line access and bilingual court staff. This courtesy assistance may not be available at all times and shall not bé construed as creating a right to such assistance or responsibility it be provided. Coolidge Municipal Court LAP, Page 13 of 14 COOLIDGE MUNICIPAL COURT Name of Couit Language Aocess to Court Services Complaint Form The Court may be required to provide interpreters at no cost for court users, including litigants, victims, and witnesses who do not spéak English as their primary language and who have a limited ability to read, speak, write or understand English. Ifs you believe you have not been provided éffectivé language assistancé for any court OP probation procéeding 01 other seivice provided by the court, please complete this form and return it to: 110 W. CENTRAL AVENUE, COOLIDGE,. AZ 85128 The submission of a complaint will NOT affect the outcome of any court matter. The court will address your concerns within a reasoriable time not exceeding 30 days after submission of this form. THIS FORM IS AVAILABLE IN OTHER LANGUAGES UPON REQUEST. PLEASE COMPLETE: Today's Date: First Name: Last Name: Address: City/State/Zip: Home Telephone: ( Mobile Phone: ( Email Address: Primary Language: Date ofIncident: What problem did you have with language assistance? D The Court did not provide an interpreter. D The interpreter did not interpret correctly 01 did not speak my language. D Other - please describe: Section 602 of' Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d states that "No person in the United States shall, on the ground of race, color, 01 national origin, be excluded from participation in, be dénied the bènefits of, Or be subjected to discrimination under. any program 01 activity eceiving federal financial assistance." Coolidge Municipal Court LAP, Page 14 of 14 COOLIDGE MUNICIPAL COURT Nombre del Tribunal Plan de acceso lingllistico formulario de quejas Los usuarios del tribunal pueden tener derecho a que se les proporcione intérprete gratis. Esto incluye a litigantes, victimas y los testigos quienes no hablan inglés como su idioma principal y que tienen la capacidad limitada de hablar inglés, de entenderio, leerlo o escribirlo. Si usted cree. que no se haya respetado su derecho a tener acceso linglistico en cualquier procedimiento judicial 0 de libertad condicional, o por otro servicio proporcionado por el tribunal, favor de lienar este formulario y. enviarlo a: 110 W. CENTRAL A VENUE, COOLIDGE, AZ 85128 Someter una qugjal NO lendra ningiin efecto en 177 casO pendiente, El tribunal atenderd suS queja dentro de un plazo razonabley no mayor a los- 30 dias después de que usted: sometio estaformulario. ESTE FORMULARIO ESTA DISPONIBLE EN OTROS IDIOMAS PREVIA SOLICITUD. FAVOR DE LLENAR: Fecha de hoy: Primer Nombre: Apellido(s): Direccion: CludadEstado/Cbdigo Postal: Teléfono de la casa: C Teléfono celular: C Correo electronico: Idioma Principal: Fecha del incidente: Cual fue cl probléma que tuvo conl la ayuda lingiiistica? D El Tribunal no proporçiono un intérprete. D Eli intérprete no interpret6 correctamente 01 no hablo mi idioma. D Otro - favor de explicar: La seccion 602 del Titulo VI de la Ley de Derechos Civiles de 1964, 42 U.S.C. 2000d éstablece que "Ninguna persona en los Estados Unidos, por motivos de raza, color u origen nacional, serà excluida de la participaciôn en ningun programa 0 actividad que reciba asistencia financiera federal, ni se le negaran los beneficios ni serà objeto de discriminacion en virtud de 61".