1. Legal Basis and Purpose
  2. This document serves as the plan for the Pima County Consolidated Justice Court (PCCJC) to provide services to limited English proficient (LEP) individuals in compliance with Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.; 45 C.F.R. § 80.1 et seq.; and 28 C.F.R. § 42.101-42. I 12). The purpose of this plan is to provide a framework for the provision of timely and reasonable language assistance to LEP persons who come in contact with the PCCJC.

    This plan was developed to ensure equal access to court services for persons with limited English proficiency and persons who are deaf or hard of hearing. Individuals who are deaf or hard of hearing are covered under the Americans with Disabilities Act (ADA) rather than Title VI of the Civil Rights Act, and therefore will not be addressed in this plan.
  3. Needs Assessment
    1. Statewide
    2. The State of Arizona provides court services 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 less than "Very Well" in Arizona (according to the American Community Survey estimate report from the U.S. Census Bureau dated April 2012):
      1. Spanish
      2. Navajo
      3. Chinese
      4. Vietnamese

    3. Pima County Consolidated Justice Court
    4. The PCCJC 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 in this court's geographic area.
      1. Mandarin
      2. Vietnamese
      3. Arabic
      4. Japanese
      5. Farsi
    This information is based on data collected between 2013 from the Court's per diem interpreter usage statistics.
  4. Language Assistance Resources
    1. Interpreters Used in the Courtroom
      1. Providing Interpreters in the Courtroom
      2. In the PCCJC, court interpreters 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 or appropriate as determined by the judicial officer.

        It is the responsibility of the private attorney, Public Defender or County Attorney to provide qualified interpretation and translation services for witness interviews, pre-trial transcriptions and translations and attorney/client communications during out of court proceedings.
      3. Determining the Need for an Interpreter in the Courtroom
      4. The PCCJC may determine whether a court customer has limited English proficiency. Identification of language needs at the earliest point of contact is highly recommended.

        The need for a court interpreter may be identified prior to a court proceeding by the LEP person or on the LEP person's behalf by the information clerk, counter staff, or outside justice partners such as attorneys, probation officers or the jail. Courts should have a documented process to identify LEP needs for parties with notation in the physical or electronic case file.

        Signage throughout the court building indicating interpreter services are available may also help to identify LEP individuals. The PCCJC will display this sign at the following locations:      Near the calendar display monitors located on the first, second, fourth and fifth floors.

        The need for an interpreter also may be made known 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 ofthe 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 on a date when an interpreter can be provided.

        The case management system utilized by the Court has the capability of tracking interpreter needs through case records. If court personnel are aware that an interpreter is needed, the case can be flagged for all future court events.
      5. AOC Interpretation Resources
      6. Court Interpreter Registry and Listserv
        The AOC maintains a statewide roster of individuals who indicate they have interpreting experience and have expressed interest in working in the courts. The court will determine the competence of the persons listed. This roster is available to court staff on the Internet at http://www.interpreters.courts.az.gov.

        Additionally, AOC created a statewide listserv to allow courts to communicate via email on court interpreter-related matters. The listserv is an excellent resource to locate referrals for specific language needs. Access codes and instructions to join the !istserv, may be obtained from the AOC language access contact person.

        The AOC has installed video conferencing equipment at the State Courts building that will allow courts with compatible technology to remotely conference an interpreter from the Phoenix metro area or from another jurisdiction into their court to improve resource allocation and reduce time and costs associated with interpreter travel. Contact the AOC LAP contact for more information on Video Remote Interpreting connectivity and checklist for court proceedings most appropriate for video.
    2. Language Services Outside the Courtroom
    3. The PCCJC is also responsible for taking reasonable steps to ensure that LEP individuals have meaningful access to all court services and programs outside the courtroom. Examples of court services and programs include but are not limited to self help centers, clerk offices, intake officers, cashiers and records room.

      The 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 services, 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 services:

      • Staff court interpreters and independent per diem interpreters
      • Bilingual employees
      • "I Speak" cards, to identify the individual's primary language (Attached)
      • Multilingual signage throughout courthouse locations in Spanish and English
      • Telephonic interpreter services through Languageline
      • An interactive voice response (IVR) telephone system with key instructions and court services provided in Spanish and English
      • Public Website with key information translated into Spanish
      • Cards for front counter staff that state "I do not speak Spanish, someone who does will help you in a moment"
      • Slides informing customers how to request an interpreter placed multiple times throughout the lobby power point slideshow
      • Video remote interpreting services, where available
      • Website link from court's website to the Supreme Court's Spanish translated webpage for court forms and instructions.
    4. Court Appointed or Supervised Personnel
    5. The PCCJC shall ensure that court appointed or supervised personnel, including but not limited to child advocates, guardians ad litem, court psychologists and doctors provide language services, including interpreters as part of their service delivery system to LEP individuals.
    6. Translated Forms and Documents
    7. The Arizona courts understand the importance of translating forms and documents so that LEP individuals have greater access to the courts' services. The PCCJC currently uses forms and instructional materials translated into Spanish.

      The Court has translated the following documents into other languages:
      • Payment contracts
      • Emergency eviction resource list for tenants
      • Uniform conditions of supervised probation
      • Motions
      • Change of Address
      • Notice of Civil Traffic Trial
      • Civil Answer
      • Eviction Summons and Complaint
      • Extension Form
      • Bond Card
      • Fingerprint Instructions Form
      • LAP
      These documents are available in the courtroom and front counter at 240 N Stone Ave., Tucson AZ 85701 and at www.jp.pima.gov and http://www.azcourts.gov/elcentrodeautoservicio/Home.aspx.

      Interpreters at court hearings are expected to provide sight translations of court documents and correspondence associated with the case.
    9. If the court operates an Internet website, it should ensure the website is accessible to LEP persons and will include, at a minimum:
  5. Court Staff Recruitment
    1. Recruitment of Bilingual Staff for Language Access
    2. The PCCJC 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 interpreter serves as permanent employee of the court;
      • Created a library of resources for court and per diem interpreters;
      • Bilingual staff serves at public counters and to answer telephone calls; and
      • Other bilingual staff available to assist with contacts from LEP individuals, as needed.
    3. Recruitment of Volunteers for Language Access
    4. The court has created an internship program for students of Pima Community College. The interns provide voluntary interpreter services to the court’s LEP customers.
  6. Judicial and Staff Training
  7. The PCCJC is committed to providing language access training opportunities for all judicial officers and staff. Training and learning opportunities currently offered will be expanded or continued as needed. Those opportunities include:
      • Diversity Training;
      • Cultural competency training;
      • LAP training;
      • New employee orientation training; and,
      • Judicial officer orientation on the use of court interpreters and language competency provided by the AOC;
      • The court’s full time interpreter is a member of ACIA which provides quarterly continuous educational training; and
      • AOC’s Language Access in the Courtroom Training DVD (6/2014)
      • AOC's Language Access Online Training Videos
  8. Public Outreach and Education
  9. To communicate with the court’s LEP constituents on various legal issues of importance to the community and to make them aware of services available to all language speakers, the Pima County Consolidated Justice Court provides community outreach and education and seeks input from its LEP constituency to further improve services. Outreach and education efforts include:
    • In partnership with Pima Community College to provide information regarding access to court services at the annual bilingual fair
    • The court’s full time interpreter forms part of the Translations Studies Program Advisory Committee which make recommendations how to best reach and serve the LEP community
    • In collaboration with the City of Tucson, the court participates on the City of Tucson Oral Interpretation Services Written/Audio Translation & Transcriptions Services to provide the LEP community adequate interpreter services
  10. Formal Complaint Process
  11. 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 trial court's Language Access Plan Coordinator. The court will develop a complaint process that includes at a minimum, the following information:
    • Indicate the court will respond to any complaint within 30 days and the records will be maintained as public records.
    • The court’s full time interpreter forms part of the Translations Studies Program Advisory Committee which make recommendations how to best reach and serve the LEP community
    • Indicate how to file a complaint and to whom the complaint should be directed.
    • The Court must attach the complaint form (English/Spanish) to the LAP.
    • 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 the counters.

  12. Public Notification and Evaluation of LAP
    1. LAP Approval and Notification
    2. The PCCJC'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 of the PCCJC's LAP are available on our website at www.jp.pima.gov and will be provided to the public on request.
    3. Annual Evaluation of the LAP
    4. PCCJC will routinely assess whether changes to the LAP are needed. The plan may be changed or updated at any time but reviewed not less frequently than once a year.

      Every year the court's Deputy Court Administrator will review the effectiveness ofthe 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 the evaluation of the LAP.

      Elements of the evaluation will include:
      • Number of LEP persons requesting court interpreters and language assistance;
      • Assessment of current language needs to determine if additional services or translated materials should be provided;
      • 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; and,
      • Customer satisfaction feedback as indicated on the access fairness survey, if administered by the court during this time period.
    5. Trial Court Language Access Plan Coordinator:
    6. Micci Tilton, Deputy Court Administrator
      Pima County Consolidated Justice Court
      240 N. Stone Ave.
      Tucson AZ 85701
    7. AOC Language Access Contact:
    8. Amy Wood
      Court Services Division
      Administrative Office of the Courts
      1501 W. Washington Street, Suite 410
      Phoenix, AZ 85007
      (602) 452-3965, awood@courts.az.gov
    9. LAP Effective date: January 1, 2012.
    10. Revised June 22, 2015
    11. Approved by:
      Doug Kooi, Court Administrator
      Maria Felix, Administrative Presiding Judge
* AOC Language Identification Cards:

Language Identification Card 1

Language Identification Card 2

Language Identification Card 3

Language Identification Card 4