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UPDATE 7/1/25: NEW LCA ACCOMODATION REQUEST PROCESS. ATTEND A TRAINING & REVIEW THE LCA HUB TO LEARN ABOUT THE NEW MULTI-AWARD CONTRACT & KEY CHANGES
Follow our steps below
You need to follow the below LCA process to access LCA funds for translation, interpretation, and accessible audio & video content accommodations.
All COB staff can follow this process to acquire accommodations.*
* Quasi-City departments should follow their language access plan and process.
Step 1. Notify your LCA Liaison (All COB staff can acquire accommodations.)
Any staff member may submit a request for accommodations; however, it is helpful to notify your LCA liaison about your pending accommodations request so that they can provide assistance as needed.
Step 2. Determine the Type of Request
There are three designations for accommodations requests: emergency, urgent, and non-urgent. Follow the guidelines in the chart below to determine the appropriate request type and vendor response timeline. Please note, if your request is non-urgent, submit your request as soon as possible. Providing at least 2 weeks of advance notice for non-urgent requests is a best practice. If you are unsure about which category applies to your request (emergency, urgent, or non-urgent), please reach out to LCA.
Step 3. Contact Vendor 1 for a Quote
Need interpretation or event accommodations (e.g., simultaneous or consecutive spoken language interpretation)? Make a copy, fill out and attach Interpretation Services Request in email.
Need translation services for one or more threshold languages? Make a copy, fill out and attach Translation Services Request in email.
Need voice overs, subtitles, or other accommodation? Make a copy, fill out and attach Video & Audio Content Accessibility Services Request in email.
Vendors must be contacted IN ORDER, so it is crucial that Vendor 1 is contacted first.
Email the request form and any additional media/materials as needed;
see Interpretation Request form below as example.
Be sure to save your Services Request form for later use in the Accommodations Fund Request form.
Email Vendor 1 with the corresponding request; see example below.
Make sure to put Emergency, Urgent, or Non-Urgent in the email subject line, according to the request type.
Vendor 1 will get back to you with a quote for the Accommodation.
Step 4. Then Submit an Accommodations Fund Request
Use the quote that Vendor 1 provided to you and the request form you sent the vendor.
Step 5. Once the Office of Language and Communications Access approves the request, contact the vendor to confirm their services
Step 6. If the vendor does not respond in the appropriate time per type of request or can't fulfill the request, proceed to contact the next vendor
If Vendor 1 is unable to fulfill your request, reach out next to Vendor 2 to ask if they are to provide the accommodations and to secure a quote. Your email must include:
The date that you need the quote by
The date of the service
The appropriate service request form
Once you reach out to Vendor 2, please contact Vendor 1, and well as the OLCA finance team, to inform them that you have requested services from another vendor.
If Vendor 2 confirms their ability to fulfill your request, proceed to complete Steps 4 and 5 (as described above) to secure funding from OLCA.
If Vendor 2 is also unable to accommodate your request, contact Vendor 3 to request services.
Training Videos
Translation Services How To Video.mp4How to Submit a Translation Service Request
How to Submit a Translation Service Request
Spoken Language Interpretation How To Video.mp4How to Submit a Spoken Language Interpretation Service Request
How to Submit a Spoken Language Interpretation Service Request
Accessible AudioVideo Content How To Video.mp4How to Submit a Video/Audio Accessible Content Service Request
How to Submit a Video/Audio Accessible Content Service Request
For more information, you can also see our Google Slides Version of Steps.
Want a Step by Step process for something else? Access our How-To folder.
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