USDA is an equal opportunity lender, provider, and employer.

TO: ALL RHS MFH National Office Directors

ATTN: Regional Directors

 Field Operations Division Program Staff 

Multi-Family Housing 

FROM: Dr. Sharese C. Paylor

Director, Civil Rights Office

Rural Development 

 Joaquin Altoro 

Administrator

 Rural Housing Service 

SUBJECT: Responsibilities Under Executive Order 13166, “Improving Access to Services by 

Persons with Limited English Proficiency” 

The purpose of this Unnumbered Letter is to remind all Multi-Family Housing (MFH) program 

staff and recipients including Owners, and Management Agents of their obligation to comply with 

the policies and procedures for ensuring that persons with limited English proficiency (LEP) have 

meaningful access to programs and activities conducted by the U.S. Department of Agriculture 

(USDA). A person that does not speak, read, write, or understand English well, or at all, is 

considered an LEP person. 

Title VI of the Civil Rights Act of 1964 prohibition of discrimination on the basis of national 

origin includes equal program access for persons with limited English proficiency (LEP). The 

requirement for providing meaningful access to LEP persons is addressed on the Executive Order 

13166 entitled, “Improving Access to Services by Persons with Limited English Proficiency” and 

further affirmed in the USDA Departmental Regulation 4330-005, “Prohibition Against National 

Origin Discrimination Affecting Persons with Limited English Proficiency in Programs and 

Activities Conducted by USDA,” dated June 4, 2013.

MFH program recipients (Owners and Management Agents) are required to take reasonable steps 

to ensure LEP persons receive the language assistance necessary for meaningful access to the 

program or activity, free of charge. A notification must be posted on their physical location and 

website advising, in other languages as appropriate, that language services are available, free of 

charge. Meaningful access includes both oral and written language access and must result in 

accurate and timely communications. It begins with an individualized assessment that balances the 

following four factors: 

EXPIRATION DATE: FILING INSTRUCTIONS:

March 31, 2025 Housing Programs 

SHARESE 

PAYLOR

Digitally signed by 

SHARESE PAYLOR 

Date: 2023.03.08 

15:00:09 -05'00'
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x The number or proportion of LEP persons eligible to be served or likely to be encountered 

within the housing market area; 

x The frequency with which LEP persons come in contact with the program or activity; 

x The nature and importance of the program, activity, or service to people’s lives; and 

x The resources available to the recipient and costs. 

MFH program recipients (Owners and Management Agents) are further encouraged to utilize the 

Department of Justice’s LEP website (www.LEP.gov) for guidance and examples on how to 

complete the required individualized assessment, use Census data resources, and develop a 

Language Access Plan (LAP). In addition, they can contact the CR Regional Teams for technical 

assistance and questions. 

MFH program staff should be aware of specific servicing needs of projects and the potential to 

interact with project tenants that have LEP needs. Rural Development has developed LEP 

resources for RD Staff to use in the course of official servicing activities. 

x Professional telephonic interpretation services via a 3rd party provider. The instructions on 

how to use the interpretation line is available on the RD’s Civil Rights Office-SharePoint 

website. The Civil Rights Office (CR) administers the interpretation line’s service contract 

and work together with RD Procurement Management Office. Any questions or concerns 

should be directed to the CR.

Telephonic interpreter services may need to be used when communicating with an LEP 

project beneficiary (tenant) or an LEP Borrower/Management Agent. This service should 

be used in context of official servicing activities where a language barrier exists between 

the Agency and program recipient or beneficiary. The service is prohibited from providing 

telephonic interpreter services between Borrowers or Management Agents and tenants. 

x Language translations of MFH Program’s vital documents includes Spanish translations 

and other four (4) foreign language translations are available through RD’s Civil RightsSharePoint website. The CR also administers the procurement of RD programs’ vital 

documents and work together with RD Procurement Management Office. Any questions or 

concerns should be directed to the CR.

x There may be instances when the MFH staff receive documentation from a LEP person 

such as a letter, financial report, dwelling inspection, etc. in a language other than English. 

For any translations of documents, other than the MFH vital documents and/or program’s 

fact sheets, the cost is the responsibility of the servicing office. Do not use machine 

translations (google translate) for official program documents.

In summary, the Multi-Family Housing program staff and program recipients are required to 

ensure LEP persons have meaningful access to the USDA Multi-Family Housing Program and all 

its benefits and services. Failure to provide meaningful access to LEP persons may be an indicator 

of noncompliance under Title VI of the Civil Rights Act of 1964. 
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If you have any questions, please contact the RD Civil Rights Office, Program Compliance & 

Training Branch at: RA.RD.MOSTL.CivilRights@usda.gov or (202) 692-0252.