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Language Access Plan

Table of Contents

Section 1: Introduction and Background
1.1  Illinois EPA Overview
        Introduction
        Illinois EPA’s Role
        Illinois EPA’s Language Access Efforts                                       
1.2 Language Access Plan Legal Basis and Purpose
        Purpose and Goals
        Authority
        Guiding Principles
        Definitions
Section 2: Needs Assessment
2.1 Four-Factor Analysis
Section 3: Staffing and Coordination
Section 4: Language Assistance Services
4.1 Language Assistance Services Plan
Section 5: Notification of Language Assistance Services
5.1 Notification of Language Assistance Services Plan
Section 6: Language Access Training
6.1 Language Access Training Plan
Section 7: Concern Resolution Process
7.1 Concern Resolution Process
Section 8: Monitoring, Evaluation, and Reporting
8.1 Monitoring, Evaluation, and Reporting Plan           

Section 1: Introduction and Background

1.1 Agency Overview

Introduction

The State of Illinois is home to one of the largest immigrant populations in the United States, with nearly 1.9 million immigrants contributing to the state's vibrant cultural and economic landscape. Among them, nearly 1 million residents speak languages other than English at home and report speaking English less than "very well." As this linguistically diverse population continues to grow, Illinois recognizes that all residents—regardless of English proficiency—have a right to equitable access to government services.

This Language Access Plan outlines Illinois EPA’s three-year plan for language access implementation, a timeline selected to achieve greater alignment with the Illinois Language Equity and Access Act. Section 1 of the Language Access Plan sets the stage for the plan by providing an overview of Illinois EPA and establishing the purpose, goals, and guiding principles that anchor the Language Access Plan. The sections that follow, Sections 2 to 7, address specific areas of language access implementation. Each area of implementation is addressed in two distinct parts, which include:

1. Overview of Standard (or Implementation Area): A brief description of the standard based on federal guidance and the Language Equity and Access Act.

2. Current Illinois EPA Systems and Practices: A description of Illinois EPA’s current practices, existing infrastructure, and/or progress to date in relation to the standard implementation goals.

In addition, Illinois EPA’s 3-Year Action Plan supports agency implementation of the specific areas in Section 2 to 7.

Three Year Plan

The Illinois EPA three-year plan outlines a phased approach to ensuring meaningful access to services for individuals with Limited English Proficiency (LEP). Phase 1, which Illinois EPA has completed, focused on assessing community language needs through a Four-Factor Analysis, identifying vital documents, developing formal policies and procedures, and designating a Language Access Coordinator. Phase 2 centers on implementing language services and preparing staff by training public-facing employees, continuing to identify and translate key documents, and notifying the public of available services. Concurrently, Phase 3 emphasizes monitoring and continuous improvement through data collection, evaluation, and community feedback. This phase also includes updating the Language Access Plan (LAP) and integrating language access needs into Illinois EPA’s planning and budgeting processes.

Illinois EPA's Role

Illinois EPA’s mission is to safeguard environmental quality, consistent with the social and economic needs of the State of Illinois, so as to protect health, welfare, property, and the quality of life. 

Illinois EPA is responsible for safeguarding environmental quality for the health and well-being of the state's residents. It protects the state's air, water, and land resources from pollution by regulating activities and ensuring compliance with state and federal environmental laws.

The Illinois EPA provides the following services to the public:

  • Access to public records: The public can use the online Illinois EPA Document Explorer to search for environmental records for specific sites and facilities. Documents include permit applications, inspection reports, and cleanup records.
  • Public notices and participation: The agency issues public notices on proposed permit decisions and rule changes. It also holds public meetings and hearings to allow members of the public to provide input on environmental issues that may affect their communities.
  • Pollution complaint reporting: Community members can report pollution complaints, such as open dumping or illegal discharges, through an online form. The Illinois EPA investigates these complaints to begin the process of addressing the issue.
  • Household hazardous waste collection: The Illinois EPA partners with local municipalities and counties to offer collection services for hard-to-manage and hazardous wastes like household chemicals, electronics, and used tires.
  • Educational resources: The agency provides information and educational materials on environmental topics through its website, fact sheets, and other communication channels.
  • Language and disability access: To facilitate public participation, the Illinois EPA provides language assistance and accommodations for individuals with disabilities, in accordance with its Language Access Plan (LAP) and Disability Access Plan (DAP).

The Illinois EPA website is: https://epa.Illinois.gov/

The Illinois EPA Language Access Coordinator is:

Chris Pressnall
Manager, Office of Environmental Justice
Bureau of Safety and Sustainability
217-524-1284
Chris.Pressnall@Illinois.Gov

Illinois EPA’s Divisions, Offices, and Programs:

The Illinois EPA's main structure is composed of three environmental bureaus (Air, Land, and Water) plus a multi-media bureau (Safety and Sustainability), which each have divisions to carry out specific regulatory and protective functions. A number of programs and administrative offices support these core functions. 

Bureau of Air

The Bureau of Air aims to protect public health and the environment by working to improve air quality. 

  • Division of Air Pollution Control: Identifies and works to reduce air contaminants, conducts inspections, and reviews permit applications.
  • Division of Mobile Source Programs: Implements programs to control vehicle emissions and other sources of air pollution from motors. 

Bureau of Land

The Bureau of Land's purpose is to protect human health and the environment from waste by regulating its transfer, storage, and disposal. 

  • Division of Land Pollution Control: Manages hazardous and nonhazardous waste programs in an environmentally sound manner.
  • Division of Remediation Management: Administers cleanup programs for contaminated sites, such as leaking underground storage tanks (LUST), and addresses discarded tires. 

Bureau of Water

The Bureau of Water is responsible for ensuring Illinois's lakes, streams, and rivers are safe for consumption, recreation, and aquatic life. 

  • Division of Water Pollution Control: Aims to identify and control the sources of water pollution.
  • Division of Public Water Supply: Oversees public water systems to assure a safe and adequate supply of drinking water. 

Bureau of Safety and Sustainability

The Bureau of Safety and Sustainability brings together seven departments that work on multi-media (air, water, and land) issues.

  • The Office of Community Relations ensures transparency and public involvement in environmental decisions. By providing clear, timely information and opportunities for public input, this office helps build trust and understanding between the Agency and Illinois residents.
  • The Office of Emergency Response safeguards residents by training for and responding to environmental emergencies involving hazardous substances and other contaminants. Its specialized team coordinates with local, state, and federal partners to protect public health and natural resources during critical incidents.
  • The Office of Energy drives clean energy innovation and equity by investing in projects that reduce energy burdens and promote efficiency statewide. Through partnerships and programs, this office supports renewable energy, energy efficiency, resiliency, and sustainable infrastructure. The Office of Environmental Education empowers residents of all ages with knowledge and skills to protect Illinois’ environment and foster lifelong stewardship. From classroom programs to community events, this office helps build awareness and inspire action for a cleaner and more sustainable future. In partnership with the University of Illinois, it also provides free, NGSS-aligned science curricula for formal classroom use and informal learning.
  • The Office of Environmental Justice promotes fair treatment and meaningful participation for all communities, with a focus on those most vulnerable to environmental impacts. This office works to ensure equity in environmental programs and policies across the state.
  • The Illinois EPA Laboratory is the state’s primary environmental testing facility, nationally accredited by NELAP and recognized by U.S. EPA Region 5 as the State Primacy Laboratory. Each year, it analyzes about 70,000 samples, including drinking water, wastewater, soil, surface water, and fish, covering over 700 analytes to support decisions that protect Illinois’ environment and public health. The lab also provides emergency testing for IEPA's Office of Emergency Response and the Illinois Emergency Management Agency during spills or disasters. Additionally, the Division of Laboratories includes the Laboratory Accreditation Unit, which audits and accredits commercial environmental labs and assists with testing and accreditation questions.
  • The Office of Toxicity Assessment evaluates human health and ecological risks from hazardous substances and develops protective standards. This office provides scientific expertise that informs cleanup goals and ensures Illinois EPA decisions are based on sound risk assessment.

Language Assistance Services

  • Oral interpretation: The Illinois EPA offers free oral interpretation services, both in-person and by phone, through its multilingual staff and external contractors.
  • Spanish-speaking staff: The agency has staff members fluent in Spanish who can communicate directly with the Spanish-speaking public. The Office of Environmental Justice (OEJ) can facilitate this communication.
  • Written translation: "Vital documents," such as notices and fact sheets, are translated into languages spoken by a significant percentage of the LEP population in a given area. The translation process uses multiple translators to ensure accuracy and cultural appropriateness.
  • Website translation: The Illinois EPA website includes a translation feature that allows visitors to view pages in languages such as Spanish, Arabic, Polish, Hindi, Tagalog, and Chinese. Other languages are available upon request.

Language access coordinators: The agency has a Language Access Coordinator to manage services and a designated External Civil Rights Coordinator to address potential discrimination based on language access. 

1.2 Language Access PLan Legal Basis and Purpose

Purpose and Goals

This Language Access Plan aims to provide guidance to Illinois EPA staff and establish a roadmap to support meaningful access to the agency’s services, programs, and opportunities for individuals with LEP. The Language Access Plan also seeks to align the agency’s efforts and bring Illinois EPA into compliance with the Illinois Language Equity and Access Act (Public Act 103-0723), the Illinois Civil Rights Act of 2003, Title VI of the Civil Rights Act of 1964 and other applicable federal and state standards and guidelines.  

Authority

As a recipient of federal financial assistance, Illinois is bound by Title VI of the Civil Rights Act of 1964 (Title VI), 42 U.S.C. §§ 2000d-2000d-7, and its implementing regulations, 45 C.F.R. Part 80, which prohibits discrimination based on race, color, or national origin (which includes Limited English Proficiency). Illinois is committed to advancing the goals of Title VI in alignment with the State of Illinois’ Language Equity and Access Act (Public Act 103-0723).

Title VI of the Civil Rights Act of 1964
Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d) (Title VI) prohibits discrimination on the basis of race, color, or national origin in any program or activity receiving federal financial assistance. As a recipient of federal financial assistance, the [Department/Agency] is bound by Title VI of the Civil Rights Act of 1964 (Title VI), 42 U.S.C. §§ 2000d-2000d-7, and its implementing regulation, 45 C.F.R. Part 80, which prohibits discrimination based on race, color, or national origin (which includes Limited English Proficiency).

Illinois Civil Rights Act of 2003
The Illinois Civil Rights Act of 1963 prohibits State, county, or local government in Illinois from excluding a person from participation in, denying a person the benefits of, or subjecting a person to discrimination under any program or activity on the grounds of that person’s race, color, national origin, or gender. Additionally, the Illinois Civil Rights Act prohibits using criteria or methods that have a discriminatory effect.

Illinois Human Rights Act (IHRA)
The Illinois Human Rights Act consolidates existing laws and administrative processes addressing civil rights in Illinois. IHRA prohibits discrimination in employment, housing, financial credit, and public accommodations because of race, color, sex, religion, ancestry, national origin, age, physical or mental disability, unfavorable military discharge, and marital status, as well as retaliation for opposing discrimination. IHRA established the Illinois Department of Human Rights (IDHR) and the Illinois Human Rights Commission (IHRC) as enforcing agencies.1

Language Equity and Access Act
Signed into law by Governor Pritzker in 2024, the Illinois Language Equity and Access Act  aims to ensure that all residents can access state information, programs, and services equitably, and that LEP does not prevent anyone from fully participating in civic life.2 The Act aims to ensure all Illinois residents, including individuals with LEP, have meaningful and equitable access to state services, programs, information, and activities by removing language barriers. The act incorporates federal guidance for ensuring meaningful access for individuals with LEP and other federal and state legislation that prohibit discrimination based on national origin and promote language access, including Title VI of the Civil Rights Act of 1964, the Illinois Human Rights Act of 1979, and the Illinois Civil Rights Act of 2003.3

The Act designates the Governor’s Office of New Americans (ONA) as the lead agency responsible for coordinating the implementation of statewide language access policy, with the support of the Department of Human Services. ONA is tasked with providing oversight, offering technical assistance, and ensuring agency compliance with the Act’s requirements.

Under the Act, ONA will lead the development of a Language Needs Assessment Report using U.S. Census data to identify the languages spoken across Illinois and inform agency planning. All state agencies will develop Language Access Plans that will inform how the agency will ensure meaningful access to individuals with LEP, appoint a Language Access Coordinator (LAC) to oversee implementation within each agency, and translate vital documents and provide qualified interpretation services for LEP populations.

Guiding Principles

In accordance with federal and state requirements, including the Illinois Language Equity and Access Act (Public Act 103-0723), this Language Access Plan provides a framework for ensuring Illinois EPA can deliver timely and meaningful language assistance services to Illinois EPA’s constituents with LEP. Illinois EPA is committed to providing equitable language access to its services, programs, and activities for all individuals, regardless of the language they use. Illinois EPA will operationalize this commitment to language access by:

  • Designating a Language Access Coordinator who is responsible for overseeing the development and implementation of the Language Access Plan.
  • Serving all individuals with LEP and providing accurate, timely, and effective communication, including oral and written language services needed to assist persons with LEP to communicate effectively, and providing them with equal opportunity to participate fully in the services, activities, or other programs administered by the state. This includes displaying public notices in commonly spoken languages that communicate the availability of free language assistance services and how to access them.
  • Conducting a regular assessment that describes the population of persons with LEP the agency serves, the policy and programmatic actions implemented to ensure meaningful access, and the metrics used to measure compliance with the Language Equity and Access Act. This assessment will be informed by the federally recognized four-factor analysis, which considers the number or proportion of persons with LEP served, the frequency and context, the nature and importance of services provided, and the agency’s available resources and costs.
  • Strengthening Illinois EPA’s capacity to develop and distribute multilingual content and expanding access to translated vital documents and other resources. Translation of vital records will be prioritized with guidance provided by ONA. The agency will also work to expand multilingual website content, including program information, complaint procedures, and eligibility criteria.
  • Establishing mechanisms to track progress across divisions, programs, and funded partners, and supporting efforts to meet language access compliance standards. This includes collecting and reporting data on how to use interpretation and translation vendor services, including volume, language type, and service type. Illinois EPA will maintain a complaint and review process and ensure timely resolution.
  • Provide ongoing employee development and training to maintain well-trained bilingual employees and general staff. Illinois EPA will also collect and report data on bilingual staff roles, language certifications, and language capacity across its workforce.
  • Ensuring the Language Access Plan and related materials are publicly available through Illinois EPA’s website and other accessible formats.

Definitions

State Agency: any State of Illinois agency, board, or commission, directly responsible to the Governor, that provides direct or indirect services, resources, programs, information, data, policies, instructions, or activities to the public, Funded Entities, and staff.

Tier I State Agency: State Agencies that have primary responsibilities that involve providing direct or indirect services and information to the public and have a relatively large staff, budget, and operational scope.

Tier II State Agency: State  Agencies that have responsibilities that involve providing direct or indirect services and information to the public and/or have a relatively medium-to-small staff, budget, and/or operational scope. 

Tier III State Agency: State Agencies that do not have primary responsibilities that involve providing direct or indirect services and information to the public, though they may provide information to the public. 

Coordinating Entity: the Language Access Program, housed in the Office of New Americans within the Office of the Governor as the entity assigned to coordinate the efforts of the State of Illinois’s State Agencies to provide meaningful language access to individuals with LEP in accordance with the Language Equity and Access Act

Funded Entity: any contractors, grantees, and recipients that receive financial assistance from the State Agency for the purpose of delivering programs, activities, research, information, or services to the public.

Limited English Proficiency (LEP): the inability or difficulty to understand or to effectively express oneself in spoken or written English as a result of one’s national origin, and the individual has not developed fluency in the English language.

Individuals with LEP: individuals who self-identify as speaking English less than “very well” according to the U.S. Census American Community Survey.

Language of Lesser Diffusion: any language used within a distinct geographic area, such as a city, county, or state, where the population of speakers is relatively small.

Language Access: the process of ensuring that individuals with LEP have access to vital documents and services in a language they can understand, either through interpretation or translation services. Please see Meaningful Language Access below.

Meaningful Language Access: the ability to receive accurate, timely, and effective information in one’s spoken or preferred language, and to participate in and benefit from public services offered by a State Agency, at no cost to the individual with LEP. Meaningful access must not be unreasonably restricted, delayed, or inferior compared to access provided to individuals with English proficiency.

Digital Language Access: the utilization of technology to guarantee that individuals with LEP can understand and engage with digital content in their preferred language. This includes the use of tools such as translation applications, multilingual websites, and various digital resources, all of which aim to enhance information accessibility for people, regardless of language disparities.

Language Access Plan (LAP): a management document and roadmap that outlines the tasks and priorities to be implemented to ensure the State Agency will meet compliance standards set forth in the Language Equity and Access Act.

Statewide Manager for Language Access Program: staff of the Coordinating Entity tasked with coordinating and overseeing all language access implementation statewide and across all Covered and Funded Entities and overseeing the Language Access Coordinators.

Language Access Coordinator (LAC): staff of a State Agency tasked with coordinating and overseeing the entity's language access implementation activities and coordinates and oversees the Language Access Liaisons to ensure that language access information is shared across all state agency programs and divisions.

Language Access Liaison (LAL): staff of a division, program, or Funded Entity, tasked with coordinating and overseeing the entity's language access implementation activities, working under an LAC

Interpretation: the act of listening to a communication in one language (source language) and orally converting it to another language (target language) while retaining the same meaning. See also Oral Language Services.

Oral Language Services: includes various methods to provide verbal information and interpretation, such as staff interpreters, Multilingual Staff, telephone interpreter programs, tele-video interpretation services, and private interpreter programs. See also Interpretation.

Multilingual Staff: staff member who has demonstrated proficiency in one or more language other than English and is formally assigned and fairly compensated to either provide language assistance services such as interpretation and/or translation to individuals with LEP, or serve in a policy, resource, or advisory role to provide their cultural and linguistic expertise.

Language Service Provider (LSP): a vetted contractor/vendor contracted to perform language assistance services, such as interpretation and/or translation, for individuals with LEP.

Four-Factor Analysis: a framework intended to aid recipients of federal financial assistance with conducting an individualized assessment of their programs and activities to help them prioritize language access services.

Translation: the conversion of written text from one language (source language) into an equivalent written text in another language (target language) to convey the intent and essential meaning of the source text.

Plain Language: a style of communication that aims to make written or spoken information easy to understand for a broad audience. The Plain Language Act (2010) defines Plain Language as “clear, concise, well organized, and follows other best practices appropriate to the subject or field and intended audience.”[4] Language intended for public consumption avoids non-essential information and complex phrasing; highlights essential information; avoids the use of technical terms and industry jargon; and simplifies complex information.

Vital Documents: public-facing written materials, whether in paper or electronic format and made available on any platform (including websites), that are created, issued, or distributed by a State Agency to communicate with the public. These documents contain information that affects an individual’s access to, retention of, termination of, or exclusion from program services or benefits; are required by law; or serve to: Inform the public about rights, responsibilities, rules, services, resources, or events; allow individuals to apply for or participate in programs or benefits; notify individuals about their eligibility, participation, or benefits; and provide instruction, guidance, or complaint submission processes.

Section 2: Needs Assessment

Illinois is home to a diverse population with cultural and linguistic backgrounds from around the world. To support Illinois EPA in determining and prioritizing language assistance services, the Language Access Plan includes a Needs Assessment that identifies the languages spoken by individuals with languages other than English served or likely to be served by Illinois EPA.

A four-factor analysis is used in this section as a framework to determine the language services Illinois EPA needs to prioritize to meet the needs of individuals with LEP. The four-factor analysis is a tool designed to help recipients of federal financial assistance conduct an individualized assessment that considers the following four factors:5

Factor 1: Data collection and analysis of the population with LEP

Factor 2: Data collection and analysis of languages encountered

Factor 3: Services Provided to General Public and/or Prospective LEP Users

Factor 4: Budget and Available Resources

Data provided in this section illustrates the number of individuals with LEP who may need language services, as well as the types of services Illinois EPA provides that the general public and potential individuals with LEP would access. 

Section 2.1 Four-Factor Analysis

Factor 1
Overview of Standards

Limited English Proficient Population Data Collection and Analysis assesses the number or proportion of individuals with LEP that could be served by or could encounter Illinois EPA’s services.

The Illinois Language Equity and Access Act requires each State agency to conduct an individualized assessment to determine the adequacy of its Language Access Plan. This assessment must consider the frequency with which persons with LEP come in contact with services, programs, or activities provided by the agency. In addition, the Act directs ONA, with the support of the Department of Human Services, and any other relevant agencies, to prepare a Language Needs Assessment Report based on available U.S. Census data. This report must identify languages spoken throughout the State and examine the geographic patterns and trend data to inform the development of agency Language Access Plans.  

The Language Access Plan must include a description of the LEP populations served, the policy and programmatic actions taken to ensure meaningful access, and the metrics used to measure compliance with the Act. Agencies must regularly monitor demographic population changes to ensure language services adequately reflect actual needs, particularly for services frequently utilized by the public.

This analysis helps ensure that Illinois EPA is positioned to adequately identify underserved communities with LEP and emerging language needs and address any barriers that may prevent access to critical public services. 

Current Illinois EPA Systems and Practices

Illinois EPA is using the following findings from a demographic analysis6 conducted by the University of Illinois Chicago in partnership with the Office of New Americans on the State’s individuals with LEP:

  • In Illinois, 1.0 million residents speak English less than "very well," and speak a language other than English at home. Both federal and state policies recognize that these individuals have a right to equitable access to government services, which includes information and communication in a language they understand.

  • Eleven languages have more than 10,000 limited-English speakers in Illinois, including: 

     

    Largest Language Groups # of Speakers Largest Limited-English Language Groups # of Speakers
    Spanish

    1,638,222

    Spanish

    616,760

    Polish

    169,308

    Polish

    73,843

    Chinese*

    106,399

    Chinese*

    51,494

    Filipino, Tagalog

    86,051

    Filipino, Tagalog

    23,198

    Arabic

    67,017

    Arabic

    20,342

    Urdu

    56,122

    Korean

    20,165

    Gujarati

    50,196

    Gujarati

    18,762

    Hindi

    47,274

    Russian

    17,649

    Russian

    44,211

    Vietnamese

    13,966

    Korean

    39,624

    Urdu

    13,893

    French

    36,728

    Ukrainian, Ruthenian, Little Russian

    11,817
  • The predominant language other than English in many Illinois counties may be Spanish, but closer examination of the most common non-English languages shows that immigrants and migrants come to Illinois from many places. For example, in Champaign County, the top language spoken in limited English households is Mandarin, and in Macon County, it is Tagalog. Additionally, in Cass and Knox counties, the second language is French/Haitian/Cajun. In Madison County, it’s Tagalog. In Cook, DuPage, and Kane counties, the second language category is Slavic. In Boone County, “other Asian Pacific Islander” is second to Spanish.
  • A statewide map of persons who don’t speak English very well shows that the largest numbers of such persons are in the metro Chicago area. Nevertheless, significant numbers of up to 9 thousand are located in townships across the state and are often located near metro areas such as St. Louis, Springfield, Champaign, and Rock Island. There are also notable populations in relatively rural townships in counties such as Cass, Douglas, or Union.
  • After years of decline, the number of Illinois residents who don’t speak English very well is on the rise. In examining ten years, from 2014 to 2023, this population fell by 79,000 persons between 2014 and 2019. But since a low of 1.0 million in 2019, the most recent data, for the year 2023, shows about 1,082,000 persons, for a gain of some 82,000.

Factor 2
Overview of Standards

Language Encounters Data Collection and Analysis assesses the frequency with which LEP individuals encounter Illinois EPA's services, programs, or activities.

The Illinois Language Equity and Access Act requires State agencies to conduct an individualized assessment as part of their Language Access Plan that considers the frequency with which persons with LEP come into contact with the services, programs, and activities provided by the agency. This analysis supports the Illinois EPA’s ability to identify language access needs and ensure meaningful access.

In order to ensure that all Illinois EPA encounters with individuals with LEP across programs and services are collected in a comprehensive and ongoing manner, Illinois EPA will:

  • Collect data on encounters with individuals with LEP that take place in person, by telephone, via email, and through online platforms;
  • Track the language encounters and types of language assistance services requested and/or provided during those encounters; and
  • Conduct regular assessments and identify high-volume languages and the most frequently requested or needed language assistance services to ensure meaningful access that is accurate, timely, and effective at no cost to persons with LEP.

Current Illinois EPA Systems and Practices

Illinois EPA maintains a shared language access services tracking spreadsheet for all Agency staff. Information collected includes date services provided, section/program of the Illinois EPA, who provided the language access services (Illinois EPA staff or contractor), source material, language, and time spent. The data is collected for encounters that are in-person, by telephone, via email and through online platforms.

In addition, the Language Access Coordinator tracks staff utilization of language access contractors by accessing fiscal information. The Language Access Coordinator regularly coordinates with bilingual staff and other Agency staff to ensure that language access services are tracked, and language access needs are met. Lastly, Illinois EPA has a language access request form available on the Agency website. 

Factor 3
Overview of Standards

Services Provided to General Public and/or Prospective Limited English Proficient Users, assesses the nature and importance of the programs, activities, or services provided by Illinois EPA.

The Illinois Language Equity and Access Act requires State Agencies to implement an individualized assessment as part of their Language Access Plan that includes the nature and importance of the services, programs, or activities provided by the State agency.

To ensure meaningful access to critical and urgent information and services, Illinois EPA will outline procedures for prioritizing language assistance for vital and urgent information and activities.  Illinois EPA will review all services and information and will prioritize language assistance for programs, activities, services, or information that, if not understood by individuals using languages other than English, could have immediate and/or severe impacts. 

Current Illinois EPA Systems and Practices

The Illinois EPA interacts with the public primarily through its Office of Community Relations and Office of Environmental Justice, in addition to multiple online and direct communication channels. The Agency aims to ensure the public receives timely and accurate information about its activities and has opportunities to provide input on environmental decisions. 

Communication and engagement methods:

  • Public meetings and hearings: The Illinois EPA holds meetings and formal hearings to inform the public about proposed agency actions, such as permit decisions, site cleanups, and new program initiatives. These meetings can be held in person or virtually and provide opportunities for the public to ask questions and submit comments.
  • Public notices and documents: The agency issues public notices, fact sheets, and news releases to alert the public about proposed actions. In areas of environmental justice concern, the EPA also sends enhanced notifications regarding permitting activities to community leaders, elected officials, and concerned residents.
  • Website and online tools: The Illinois EPA website serves as a central hub for information. Key online tools include:
    • Illinois EPA Document Explorer: A searchable database for the public to access permits, inspection reports, and cleanup-related documents for specific sites.
    • Online complaint form: An electronic form that allows residents to easily report potential pollution incidents, such as illegal dumping, odors, or improper discharges.
  • Social media: The Illinois EPA uses its social media accounts (Facebook, X/Twitter, LinkedIn, Instagram) to post news, official updates, and tips to reach a broader audience.
  • Direct contact: The public use the Illinois EPA Quick Answer Directory to contact the agency through various email addresses and phone numbers for specific inquiries related to air, land, and water issues. A dedicated phone number for deaf or hearing-impaired individuals is also available.
  • Email and mailing lists: The Illinois EPA uses email and conventional mail to distribute timely notifications to interested parties. Individuals can sign up for specific listservs, such as the Environmental Justice (EJ) Listserv, to receive updates on relevant activities.
  • Community Relations Plans (CRPs): For certain cleanup sites, the agency develops Community Relations Plans to facilitate communication between the cleanup applicant and affected community members. 

The Agency will prioritize its LEP assistance for 1) critical and health protective services, e.g. translating press releases or advisories in situations where there is the imminent threat of contaminant exposure, 2) information produced for and targeted to the general population such as factsheets, public notices, and webpage content, and 3) those programs that are required for the general public to obtain licensing, such as the Vehicle Inspection and Maintenance (VIM) Program.

Factor 4
Oerview of Standards

Budget and Available Resources assesses the resources available to Illinois EPA currently, as well as the cost associated with providing the language assistance.

The Illinois Language Equity and Access Act requires State Agencies to review the resources available to the State Agency and the costs. It is best practice for the budget for language access services to be based on programmatic needs and the top five languages prioritized for services.  Additionally, a strategic practice is to outline the costs associated with current language assistance services, as well as assess the level of resources, costs, and capacity to implement and support additional language services over time. Based on the assessment of resources, Illinois EPA will identify efforts to support cost-savings and cost-sharing when/if needed. Such efforts may include sharing resources with other departments and agencies and/or using technology to support the delivery of language assistance services.

Current Illinois EPA Systems and Practices

The Illinois EPA Fiscal Section tracks all use of Illinois’ language access contractors by Agency employees and shares that information with the Language Access Coordinator. Services provided are also separately tracked by staff providing or arranging language access services. Language access services in Spanish are primarily provided by bilingual staff members. 

Section 3: Staffing and Coordination

Overview of Standards

The Illinois Language Equity and Access Act outlines the requirements for each State agency to designate a Language Access Coordinator who is responsible for overseeing the development and implementation of the agency’s language access plan. The Language Access Coordinator will support ongoing compliance by partnering with ONA to ensure coordinated implementation and compliance with language access requirements.

To ensure adequate staffing to support the development, management, and oversight of the language access activities, and consistent with the Language Equity and Access Act’s directive to ensure adequate staff of bilingual employees, Illinois EPA will establish internal roles to implement its Language Access Plan. These roles include a Language Access Coordinator and may also include a Language Access Liaison within divisions or programs to support localized implementation and coordination of language assistance services, in alignment with national language access best practices. 

The Illinois Language Equity and Access Act directs State agencies to incorporate language equity compliance provisions into their contracts with vendors, grantees, and purchase of care entities, ensuring that these funded entities provide language assistance services to individuals with LEP.

Illinois EPA conducts programs and services in partnership with a wide network of grantees and funded entities. Therefore, Illinois EPA will take affirmative steps to ensure those entities fulfill language access obligations to support monitoring and accountability. 

Section 4: Language Assistance Services

 Illinois EPA is committed to taking reasonable steps to ensure meaningful communication and access to information for Illinois EPA’s users with LEP. The Language Assistance Services section outlines the types of language assistance Illinois EPA currently provides, as well as the services Illinois EPA plans to provide to support meaningful communication and participation for individuals with LEP and who are limited English proficient. The language assistance services outlined in the Language Access Plan include oral interpretation services, virtual interpretation services, in-language assistance with multilingual staff, print and online translation services, and the development of other multilingual media content.

This section outlines the roles and responsibilities of Illinois EPA’s language access staff, including the Language Access Coordinator and Language Access Liaisons, who are responsible for monitoring and ensuring the implementation of language assistance services according to the Language Access Plan across the agency. 

4.1 Language Assistance Services Plan 

Language Access Services

1. Language Need Identification

Overview of Standard

The Language Access Plan requires State Agencies to develop clear policy and programmatic actions to ensure meaningful access. It is national language access best practice for State Agencies to utilize language-need identification materials, such as printed multilingual I-Speak resource cards, to assist with the identification of the languages requested by individuals with LEP. These tools support meaningful access by enabling individuals with LEP to indicate their language needs, consistent with State Agencies’ obligations to ensure accurate, timely, and effective communication.

Current Illinois EPA Systems and Practices

Identifying LEP Individuals Who Need Language Assistance

Illinois EPA determines the extent of LEP obligations by performing an individualized assessment in accordance with a four-factor analysis described in U.S. EPA Guidance. The four factors are (1) the number or proportion of LEP persons eligible to be served or likely to be encountered; (2) the frequency of contact with LEP individuals; (3) the nature and importance of the program; and (4) the resources available. The ultimate purpose of the assessment is to achieve an appropriate balance of the four factors. As set forth below, Illinois EPA has performed an assessment of the four factors presented in the U.S. EPA Guidance. The analysis under the first and second factors provides a starting point for determining those LEP individuals who may be entitled to language assistance with respect to Agency programs. Because Illinois EPA’s actions and public outreach are often community-based, the identification of LEP individuals will depend upon the population in the specific community. Illinois EPA collaborates with community leaders and members to enhance its awareness of the LEP individuals within the potentially impacted communities. Additional resources utilized by Illinois EPA staff to identify if a community has potential LEP populations or individuals who need language assistance include Illinois EPA’s EJ Start mapping tool and other available demographic tools, Census data, and historic and current interactions with community members and community organizations.

Site-specific LEP Assessment

For site-specific actions such as public notices and other notifications related to permitting and cleanup programs, the Illinois EPA will:

1. Use screening tools to assess the LEP population within a 1‑mile radius of the site in question, unless the Agency has reason to believe based on quantifiable evidence that the assessed area should be larger or smaller.

2. Assess language assistance requests and consider previous interactions in the community for the site or other nearby sites.

3. After screening and assessment of previous requests, if the total LEP population is significant, the Illinois EPA will use American Community Survey data and other available tools to determine the probable language(s) spoken by the community in the area of assessment. A LEP population is considered significant if equal to or greater than 15% of the entire population within a 1mile radius of the site.

2. Hiring/Contracting Qualified Interpreters for In-Person Communication

Overview of Standard

The Illinois Language Equity and Access Act requires State Agencies to ensure individuals with LEP have access to competent, timely, and effective interpretation services when interacting with agency staff, programs, and services. Agencies are required to provide meaningful access. Using trained and qualified interpreters, in alignment with standards developed by ONA, supports State agency compliance and ensures meaningful access.

Current Illinois EPA Systems and Practices

The Illinois EPA is committed to ensuring individuals with LEP have quality interpretation services when interacting with staff, programs and services. Agency programs and offices will provide for simultaneous oral interpretation, by qualified interpreters of live proceedings (e.g., public meetings or hearings), events, other programs, activities, or services, whether in person, virtually or in a hybrid setting, in all appropriate and other requested languages to allow individuals with LEP to meaningfully participate in those events, proceedings, programs, and activities, etc. (e.g., provide comments during public hearings, proceedings, programs, and activities hosted or provided by an Illinois EPA program or office). 

Interpretation services include telephonic and face-to-face interpretation as well as American Sign Language. A state contract for procuring interpretation services exists for all state agencies, including Illinois EPA.

Depending on the type of the language assistance services needed, a qualified multilingual staff member can be used. For document translation, Illinois EPA practice is to have a translated document reviewed by another staff member proficient in that language. When the services of a multilingual staff member are not appropriate, the program or regional office will seek interpretation assistance through the LEP contract. When appropriate, the Illinois EPA will request that the contractor provide an interpreter with a dialect best suited for the community where outreach is conducted and is dependent on available resources.

3. Hiring/Contracting Qualified Interpreters for Virtual Communication (Over-the-Phone or Video)

Overview of Standard

The Illinois Language Equity and Access Act requires State Agencies to ensure individuals with LEP have access to competent, timely, and effective interpretation services when interacting with agency staff, programs, and services.

Current Illinois EPA Systems and Practices

The Illinois EPA has staff who are bilingual (fluent in Spanish) and perform translation tasks and provide language assistance services to LEP individuals. 

The Illinois EPA ensures competency of staff utilized for interpretation and translation of documents. When hiring and training Agency staff interpreters, the Agency ensures that they:

  • Demonstrate proficiency in and ability to communicate information accurately in both English and in the other identified language and identify and employ the appropriate mode of interpreting (e.g., consecutive, simultaneous, summarization, or sight translation);
  • Have knowledge in both languages of any specialized terms or concepts peculiar to the entity’s program or activity and of any particularized vocabulary and phraseology used by the LEP person;
  • Understand and follow confidentiality and impartiality rules to the same extent the recipient employee for whom they are interpreting and/or to the extent their position requires;
  • Understand and adhere to their role as interpreters without deviating into a role as engineer, legal advisor, or other roles (particularly in administrative or public hearings)

Per the state contract, Propio Language Services provides three-way phone interpretation and Multilingual Connections provides interpretation services at public meetings/hearings, legal meetings/hearings, and other legal proceedings, conferences, workshops, training sessions, and other direct person-to-person interactions. Requests for interpretation services from Multilingual Connections can be made through the Illinois EPA’s Office of Community Relations or the Office of Environmental Justice.


4. Employing/Utilizing Bilingual or Multilingual Staff

Overview of Standard

The Illinois Language Equity and Access Act requires the Governor’s Office of New Americans, with the support of the Department of Human Services, and any other relevant agencies to set standards for adequate staffing of bilingual employees at State Agencies, including a methodology for monitoring implementation and updating the State Services Assurance Act and the Bilingual Employment Plan, based on the Language Needs Assessment. While the Language Equity and Access Act specifically uses the term "bilingual staff", national language access best practices recognize and value the role of multilingual staff, highlighting the broad linguistic competencies of individuals who possess proficiency in more than two languages or multiple linguistic repertoires.

Current Illinois EPA Systems and Practices

The Office of Environmental Justice (OEJ) will train Illinois EPA staff, with particular focus on employees who are likely to encounter LEP individuals. The training will include information about the LAP and the related resources, policies, and procedures. Staff who routinely encounter LEP persons will be offered refresher training and the opportunity to provide regular feedback on the Agency’s LAP implementation.

Awareness and understanding of how to assist LEP individuals requesting language services is important to all Agency programs, services, and activities. As set forth below, relevant staff will receive annual training on policies, processes, and resources available for language services, particularly as language access methods evolve.

Training will focus on:

  • The importance of offering language assistance services
  • How to effectively and respectfully communicate and interact with LEP individuals
  • Illinois EPA’s policies, procedures, and protocols related to providing language assistance services, including the availability of interpretation and translation services at no cost to the requestor;
  • What type of translated information is available to LEP individuals and where it can be found; and
  • Reporting utilization of language assistance services for improvement of future LEP services.

To ensure continued compliance with the LAP, all Agency managers will receive training on the content of the LAP and the decision-making process for interacting with LEP individuals. Staff that have a more direct community engagement focus to their programs and activities will receive training on how to identify potential LEP populations and implement LEP services.

Illinois EPA’s Spanish-speaking staff members coordinate when translating documents to help ensure that documents are readily understandable by Spanish-speakers with various cultural and educational backgrounds. Illinois EPA’s bilingual staff have access to a resource document that includes examples of common Agency phrases that can be helpful when encountering Spanish-speaking LEP individuals and when translating documents. Bilingual staff refer to this resource to help ensure consistency and accuracy but also use their discretion when communicating with Spanish-speaking LEP individuals. Documents including factsheets and public notices are published on the Illinois EPA website in English, and where there is a significant Spanish-speaking LEP population, or need, the documents are available in Spanish as well.

5. Translation of Vital Documents and Online Content

Overview of Standard

The Illinois Language Equity and Access Act requires agencies to ensure that vital documents are translated accurately, completely, and in a timely manner by qualified translators.

Translation of vital documents will be in accordance with the Language Equity & Access Act and guidance issued by ONA.

In instances where LEP populations fall below these thresholds but still require meaningful access, agencies must provide written notice in the primary language of the right to oral interpretation of the written material at no cost.

Translation priorities should be guided by the most recent Language Needs Assessment Report and the demographic data of the agency’s service population.

Current Illinois EPA Systems and Practices

The State of Illinois has identified the five most common languages other than English (Spanish, Chinese, Polish, Tagalog, and Arabic) used in the state by LEP individuals and the Illinois EPA’s digital content is available in each of those languages using the translation tool embedded in the Illinois EPA website. To facilitate translation of complex information generated, Illinois EPA uses plain language when developing information in English.

The Illinois EPA translates vital documents into languages spoken by potentially impacted communities to ensure LEP individuals have access to information that could directly impact their day-to-day lives. Classification of a document as “vital” depends upon the importance of the program, information, encounter, or service involved, and the consequence to the individual with LEP if the information in question is not provided accurately or in a timely manner. The determination of what documents are considered “vital” depends on the unique circumstances and services of individual Illinois EPA programs. Documents that could be classified as “vital” generally fall into two broad categories: (1) specific written communication regarding a matter between an individual and a program or activity and (2) documents primarily geared towards the general public or a broad audience.

Vital documents are materials critical for accessing Illinois EPA’s programs, activities, or services. The more important the Illinois EPA program, activity or service, or the greater the possible consequences of not having the information, the more likely language services are needed. If denial or delay of access to services or information could have serious or even life-threatening implications for the individual with LEP, the document is more likely to be considered vital.

Key factors considered when deciding if information is important to provide language access are:

  • Impact on access - Does the information directly affect someone's ability to participate in a program, receive services, or understand their rights and obligations?
  • Time-sensitivity - Is the information time-sensitive, requiring immediate action or response from the recipient?
  • Potential consequences of not understanding - Could a lack of understanding lead to negative outcomes, such as lost benefits, missed appointments, or legal issues?

It may sometimes be difficult to draw a distinction between vital and non-vital documents, particularly when considering outreach or other documents designed to raise awareness of rights or services. Though meaningful access to a program requires an awareness of the program's existence, it would be nearly impossible, from a practical and cost-based perspective, to translate every piece of outreach material into every language. The Illinois EPA regularly assesses the needs of eligible service populations to determine whether certain critical outreach materials should be translated into other languages because in some circumstances lack of awareness of the existence of a particular program may effectively deny LEP individuals meaningful access to those programs.

Written communications with an individual that are considered “vital” documents include, but are not limited to, the following:

  • Right-to-Know Notices
  • Notices, letters, or forms necessary to return to compliance with environmental laws and regulations
  • Notices advising individuals with LEP of free language assistance
  • Vehicle Emissions Testing Program information

With respect to documents intended for public outreach or a broad audience, each program will ensure that the documents it considers “vital” are translated where a significant percentage of the population that is eligible to be served, or likely to be directly affected, by the office’s services, programs, or activities, have LEP. The program will consider the most common languages spoken by individuals with LEP in Illinois as a guide for prioritizing languages for translation of vital documents. Each program may want to consider translation into other languages, as necessary, based on regional demographics or subject matter targeted to specific communities and audiences.

Some examples of documents intended for public outreach, or a broad audience may include, but are not limited to, the following:

  • Procedural Safeguards (Notice of Nondiscrimination, Grievance Procedure, Public Participation Plan, EJ Notification Letter, Language Access Plan, Disability Access Plan)
  • Public Notices regarding proposed permitting or regulatory action
  • Brochures
  • Factsheets
  • Press Releases
  • Environmental Advisories
  • Settlement Agreements (in specific instances in which a community with LEP is involved or may be affected)
  • Complaint Forms and Access to Records

6. Development and Distribution of Multilingual Content in Other Formats (Public Service Announcements, Radio Messaging, Social Media Information)

Overview of Standard

The Illinois Language Equity and Access Act requires State Agencies to take steps to ensure that digital content is accessible to individuals with LEP. All translations of public-facing digital content will be completed in a manner that ensures accuracy, completeness, and timeliness, consistent with the Act’s requirement for competent translation services. The selection of languages for translation will be guided by current demographic data, the State’s Language Needs Assessment, and thresholds outlined in the Language Equity and Access Act.

Current Illinois EPA Systems and Practices

The State of Illinois currently maintains a statewide media contact database. This list consists of more than 400 media outlets that provide coverage of Illinois events, which include 161 media outlets that are based in Illinois. This database can be sorted by print and electronic media. Additionally, the State of Illinois maintains a multilingual media contact list featuring more than 50 stations in Illinois. All media outlets have the ability to help disseminate news releases, media advisories, or emergency bulletins to its viewing/listening area. 

Additionally, when publication is required, Agency public notices are published to the Illinois EPA website. Under circumstances where there is a statutory requirement or where the Illinois EPA believes that a specific outreach goal may be facilitated, a notice may be published in a newspaper. When used, newspaper publications are placed as display ads.  Public notices include instructions on how to request language assistance services, including if any accessibility requests should be submitted by a date certain before an event.  

Section 5: Notification of Language Assistance Services

In addition to providing language assistance services, the Notification of Language Assistance Services section will outline how Illinois EPA can notify the public of language assistance services and provide information on how language assistance services can be requested. Such communication will assist individuals with LEP in understanding the services provided by Illinois EPA, which can increase public trust and confidence. 

5.1 Notification of Language Assistance Services Plan 

Overview of Standards

The Illinois Language Equity and Access Act requires State Agencies to ensure that the general public and individuals with LEP are informed of the availability of free interpretation and translation services and how to request them. To meet this requirement, Illinois EPA will provide multilingual public notices in various formats—both digital and physical—to promote broad public awareness. All notices will clearly explain how individuals can request interpretation or translation services and will be made available in the most frequently spoken languages, identified through demographic analysis and the State’s Language Needs Assessment Report.

Current Illinois EPA Systems and Practices

Illinois EPA is proactive in informing LEP individuals that language services are available. Illinois EPA will utilize the following methods as appropriate:

  • Translated notices indicating the availability of language access services including an online form to request language access services
  • Working with community-based organizations and other stakeholders to inform LEP individuals of services that are offered by Illinois EPA, including the availability of language assistance services
  • Translated public hearing and meeting notices
  • Signs in multiple languages, such as directions to a meeting location within a building
  • Illinois EPA Inspectors inform LEP individuals of available language access services or communicate in the person’s preferred language (e.g., Spanish, Polish, etc.)

Section 6: Language Access Training

Illinois EPA is committed to providing ongoing employment development and training on language access policies, procedures, and responsibilities to maintain well-trained bilingual employees, general staff, and all staff who interact with or may interact with individuals with LEP. This section outlines the type of language access training to provide all Illinois EPA personnel, as well as specific training responsibilities for bilingual or multilingual employees, frontline staff, and other personnel who may interact with individuals with LEP. This section also identifies the timing, frequency, and delivery methods for how training shall be implemented across the agency and its divisions.

6.1 Language Access Training Plan 

Overview of Standards

The Illinois Language Equity and Access Act requires that State Agencies develop and implement an ongoing employee development and training strategy to maintain well-trained bilingual employees and general staff.  This ensures the Illinois EPA is equipped to deliver effective language assistance services.

Current Illinois EPA Systems and Practices

The Office of Environmental Justice (OEJ) will train Illinois EPA staff, with particular focus on employees who are likely to encounter LEP individuals. The training includes information about the LAP and the related resources, policies, and procedures. Staff who routinely encounter LEP persons will be offered refresher training and the opportunity to provide regular feedback on the Agency’s LAP implementation.

Awareness and understanding of how to assist LEP individuals requesting language services is important to all Agency programs, services, and activities. As set forth below, relevant staff will receive annual training on policies, processes, and resources available for language services, particularly as language access methods evolve. In addition, relevant staff will receive language access training when joining the Agency.

Training will focus on:

  • The importance of offering language assistance services
  • How to effectively and respectfully communicate and interact with LEP individuals
  • Illinois EPA’s policies, procedures, and protocols related to providing language assistance services, including the availability of interpretation and translation services at no cost to the requestor;
  • What type of translated information is available to LEP individuals and where it can be found; and
  • Reporting utilization of language assistance services for improvement of future LEP services.

To ensure continued compliance with the LAP, all Agency managers will receive training on the content of the LAP and the decision-making process for interacting with LEP individuals. Staff that have a more direct community engagement focus to their programs and activities will receive training on how to identify potential LEP populations and implement LEP services. 

Section 7: Concern Resolution Process

The Concern Resolution Process Section of the Language Access Plan highlights the need for allowing public feedback on the quality, accessibility and effectiveness of language assistance services to address any concerns that arise. This section outlines how Illinois EPA will develop and make publicly available a multilingual concern resolution form, collect and log complaints submitted by individuals with LEP and others and promptly investigate and address each concern in a timely manner.  Additionally, this section describes how the Illinois EPA will track the resolution status of complaints to ensure transparency and accountability and coordinate with the ONA when appropriate to support compliance and continuous improvement.

Overview of Standards

The Illinois Language Equity and Access Act requires State Agencies to establish and make publicly available a process for individuals with limited English proficiency (LEP) and members of the public to submit concerns related to access to language assistance services. Section 15(b)(5) of the Act requires each State agency to develop an internal complaint and review process specific to the provision of language assistance services. Complaints that are not resolved in a timely or satisfactory manner may be referred to the Governor’s Office of New Americans (ONA) for further review, per Section 30(c) of the Act.

Current Illinois EPA Systems and Practices

Illinois EPA:

  • Provides free aids and services, such as qualified sign language interpreters and written information in other formats (large print, audio, accessible electronic formats, etc.), to communicate effectively with persons with disabilities.
  • Provides free language services, such as qualified foreign language interpreters and information written in other languages, to ensure meaningful access to programs and activities for persons with limited English proficiency.
  • Provides a Language Access Request Form on the Illinois EPA Language Access webpage and the direct phone number and email address for Spanish-speaking staff.

Instructions for filing a complaint with the Illinois EPA regarding failure to provide language access are on the Illinois EPA Language Access webpage. Complaints can be filed using the Language or Disability Access Grievance webform or in person or by mail, fax or email to: Chris Pressnall (Language Access and Non-Discrimination Coordinator), (217) 524-1284, or EPA.Civil.Rights@Illinois.Gov. If your complaint is unresolved, you may contact the Illinois Governor’s Office of New Americans at GOV.NewAmericans@Illinois.gov. 

Section 8: Monitoring, Evaluation, and Reporting

The Monitoring, Evaluation, and Reporting section of the Language Access Plan outlines the implementation and procedures Illinois EPA will implement to assess compliance with the Illinois Equity and Access Act and evaluate the effectiveness of this Language Access Plan and its action items. This section will outline current practices and procedures for monitoring and collecting language access data, analyzing language use and language assistance needs, procedures for collecting and participating in community engagement/community feedback sessions to gather input on improvements to the Language Access Plan and language assistance service, and evaluating the quality of language assistance services offered by Illinois EPA.

8.1 Monitoring, Evaluation, and Reporting Plan

Overview of Standard

In accordance with the Illinois Language Equity and Access Act, Illinois EPA will coordinate with the Governor’s Office of New Americans to review and monitor the implementation of its Language Access Plan and ensure ongoing compliance with the Act.

Illinois EPA will conduct an individualized assessment of language assistance needs and patterns of language use on an ongoing basis and incorporate updated data and performance metrics into each new iteration of the Language Access Plan, as required under Section 25(d)(3). The agency will use this information to evaluate the effectiveness of current policies and practices and to inform continuous improvement of language access services.

The plan will include the ongoing review of statewide and agency-specific data on limited English proficient (LEP) populations, including demographic shifts and the identification of new or emerging language needs, as outlined in the State’s Language Needs Assessment Report. The monitoring and evaluation plan will also track progress on the implementation of Language Access Plan goals, review expenditures related to language assistance services and assess whether projected changes in costs require budget adjustments or modifications to service delivery methods. Data will be collected and reviewed using the following methods:

Current Illinois EPA Systems and Practices

Illinois EPA will review this LAP to determine if language assistance measures and staff training are effective. In evaluating the effectiveness of the Plan and the need for additional measures, Illinois EPA will assess the feedback from Agency staff and the public, including LEP individuals. Illinois EPA will consider methods for seeking input from community members on the success of the implementation of this LAP such as through a survey and/or through a public notice and comment period.

Illinois EPA staff track language access requests and services provided including services provided by bilingual staff and the Agency’s language access contractors through a spreadsheet available to all employees on the Illinois EPA Portal. The Illinois EPA portal, which is available to all Illinois EPA staff, includes a link to the LAP, contact information for the Language Access Coordinator, instructions for accessing telephonic interpreter services, and the language access tracking sheet. Illinois EPA’s external non-discrimination coordinator tracks the number of language access complaints filed and resolutions.

[1] https://dhr.Illinois.gov/about-us/directors-office/agency-overview-and-history.html  

[2] See Language Equity and Access Act, Public Act 103-0723, 103rd Gen. Assem. (Ill. 2024), https://www.ilga.gov/legislation/publicacts/fulltext.asp?Name=103-0723.

[3] See Language Equity and Access Act, Pub. Act 103-0723.

[4] See Public Law 111-274. 124 Stat. 2861 https://www.gpo.gov/fdsys/pkg/PLAW-111publ274/pdf/PLAW-111publ274.pdf. 

[5] See Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons (67 FR 41455) (2002).  https://www.federalregister.gov/documents/2002/06/18/02-15207/guidance-to-federal-financial-assistance-recipients-regarding-title-vi-prohibition-against-national

[6] See Rob Paral, “Language Needs Assessment Report,_ Office of New Americans, Office of the Governor of Illinois, Great Cities Institute at the University of Illinois Chicago (2025), https://arcg.is/1Py4n0.