Mid-year compliance reviews call on federal agencies to demonstrate how well they are meeting their obligations. That includes submitting reports, showing that accessibility standards are followed, and proving language access requirements are part of everyday operations. Preparing ahead of these reviews reduces the risk of delays and helps prevent compliance gaps.
Common Compliance Challenges
Documentation and Reporting
Compliance checks often require agencies to provide records of multilingual materials, outreach notices, and public communications. With frequent updates and multiple departments involved, keeping documentation consistent with federal standards can be a significant challenge.
Language Access Requirements
Federal directives, such as Executive Order 13166 and Title VI of the Civil Rights Act, require agencies to provide meaningful access for individuals with limited English proficiency. During a review, agencies must demonstrate how these requirements are being met, including evidence that translation and interpretation were used in public-facing communication.
Technology and Record-Keeping
Agencies are expected to store and retrieve language access records, interpretation logs, and translation archives when requested. Without organized systems in place, proving compliance during an audit can be time-consuming and leave room for oversights.
How Language Services Support Compliance Preparation
Translation of Core Materials
Compliance reviews often involve examining how agencies communicate with the public. Translated versions of enrollment documents, program notices, and outreach materials demonstrate that information is accessible to individuals with limited English proficiency. Providing alternate formats—such as large print, Braille, or captioned video—helps meet Section 508 standards and ensures accessibility across different populations.
Interpretation Data and Reporting
Reviews frequently extend beyond written materials. Agencies may be asked to show records of interpreter use, including call logs, video session reports, and in-person scheduling data. Having this information organized allows agencies to create a clear audit trail that shows when and how services were provided.
Centralized Support for Audits
Working with a language service provider that offers systems for tracking and reporting can simplify the review process. Instead of scrambling to assemble evidence at the last minute, agencies can provide consistent records that highlight proactive compliance efforts. This demonstrates readiness and reduces the risk of findings during a mid-year check.
Best Practices for Federal Agencies
Start Early
Compliance checks often require extensive preparation. Reviewing reporting requirements ahead of time allows agencies to identify which documents, translations, or datasets need updates. Early planning reduces last-minute pressure and provides more time to address gaps.
Maintain Accessibility Across Formats
Agencies serve a wide range of populations, so accessibility must extend beyond translation alone. Providing large print, Braille, captioning, and translated materials ensures information reaches individuals with limited English proficiency, those with disabilities, and the Deaf or Hard of Hearing community.
Work With Experienced Language Partners
Partnering with a language service provider that understands federal compliance requirements adds efficiency and reliability. Experienced vendors can provide accurate translations, scalable interpretation networks, and reporting tools that support audits.
Preparing for Mid-Year Checks
Mid-year compliance reviews bring a detailed look at how agencies are meeting their responsibilities. Preparing early makes the process smoother, lowers the risk of unexpected findings, and helps teams stay focused on serving the public. Language services play an important role in this preparation by supporting accessibility requirements, supplying audit-ready documentation, and showing a consistent record of accountability.
Agencies that take steps now to strengthen their compliance strategies will be better positioned for upcoming reviews. Partnering with Propio—or with an experienced language service provider—offers the translation, interpretation, and reporting support needed to stay ready and compliant throughout the year.
