Interpretation and Translation

Looking for information for families?

Language Access Program

Visit the Language Access Program page for tools, training, and resources to help all families and caretakers take part in their child's education.

Schools must communicate with all parents in a language they can understand, including notifying limited-English-proficient parents about all programs, services, and activities that are communicated to other parents. Developing language access plans and using qualified interpreters and translators are essential tools for this.   

Relevant Laws & Guidance

Informing Families About Their Rights

Schools should take steps to inform parents that free translation and interpretation services are available and how to request these services. Your district or school can include information about who to contact if parents have questions or concerns about language services. To help share this information with families, you can use the following tools:

Sample Important Document Notice 

Sample Important Document Notice - this notice, available as pre-printed stickers in 22 different languages, informs families that they can contact the school to request a translation of the document into their primary language.

Poster: We Can Help You in Your Language! 

Poster: We Can Help You in Your Language! - display this multilingual graphic poster to inform families how they can request an interpreter or a translated document.

Parents' Rights Interpretation and Translation Services Template 

Parents' Rights Interpretation and Translation Services Template - helps schools personalize materials to inform families about their rights and has space for your district, or school, to include information about who to contact if parents have questions or concerns about language services. Schools can include this information in parent and student handbooks, make these materials available in the front office, or pass the information out to parents in back-to-school packets.

Translated Templates

Interpretation & Translation

Schools must assist families with limited English proficiency by offering language support through qualified staff or resources. According to state and federal law, all parents are entitled to receive information about their child's education in a language they understand. Effective interpretation and translation services can help parents stay informed and engaged in their child's education.

  • Schools must provide language assistance to limited-English proficient families with competent staff or outside resources.
  • Staff need more than just the ability to speak two languages. While some bilingual staff and volunteers can communicate with families who have limited English skills, they might not be skilled enough to interpret both ways between English and another language, like during meetings or discussions.
  • Schools should ensure that interpreters and translators have knowledge in both languages of any specialized terms or concepts to be used in the communication at issue. 
  • Schools should ensure that interpreters and translators are trained on the role of an interpreter or translator, the ethics of interpreting or translating, and the need to maintain confidentiality. 

Language Access Planning

In this section you will find information and resources for developing a language access plan. This plan is critical to ensuring that your school district communicates effectively with families with limited English proficiency, and for some school districts, it is required by state law.

Language Access Information

WSSDA model Language Access Plan: Policy 4218 | Procedure 4218P 

Self-Assessment

The Language Access Self-Assessment serves to help identify a current baseline of language access services and to inform the creation of a language access plan.

Identifying Parents' Language Assistance Needs

School districts must have a process to determine parents' language needs, such as a home language survey or questions on an enrollment form about each parent's language needs. The OSPI Home Language Survey's Question #1 can be helpful for this data collection.

OSPI Home Language Survey Translated in 40 Languages

Language Access Service Evaluation

Beginning with the 2023-24 school year, districts are to provide participants in interpreted initial IEPs, annual IEPs, or disciplinary reengagement meetings an opportunity to provide feedback on the effectiveness of interpretation and language access services. This template can be used for those purposes. It may be adapted as appropriate by the district.

Frequently Asked Questions

Can a student or child be asked to interpret or translate?

No. Schools may not rely on or ask students, siblings, or other children to interpret for parents. It is the school’s obligation to plan for and provide competent, adult interpreters and translators to communicate with parents.

What types of information must be translated?

School districts must ensure meaningful communication with LEP parents in a language they understand and adequately notify LEP parents of information about any program, service, or activity of the school district that is called to the attention of non-LEP parents.

At the school and district levels, this essential information includes but is not limited to information regarding:

Language assistance programs Special education and related services IEP meetings

Schools must translate this essential information when a significant percentage of the population in a school or school district needs the information in a language other than English. For less common languages, the district must still ensure that LEP parents are timely notified of the availability of free, qualified interpreters who can explain district- and school-related information that is communicated in writing to parents.

School and districts may also be required to provide written translations of specific types of documents under different laws, including but not limited to, certain student discipline or special education notices.

  • Grievance procedures
  • Notices of nondiscrimination
  • Student discipline policies and procedures
  • Registration and enrollment
  • Report cards
  • Requests for parent permission for student participation in district or school activities
  • Parent-teacher conferences
  • Parent handbooks
  • Gifted and talented programs
  • Magnet and charter schools, and
  • Any other school and program choice options

Can a school use machine translations like Google Translate?

Using web-based automatic translators (e.g., Google Translate) is appropriate only if: (1) the translated document accurately conveys the meaning of the source document, including accurate translations of technical vocabulary; and (2) the translation is reviewed and edited by someone qualified to do so.

Other Resources