PRIMARY LANGUAGE COMMUNICATION/TRANSLATION

According to the U.S. Department of Education Office for Civil Rights and the U.S. Department of Justice’s Civil Rights Division, Local Education Agencies must provide effective language assistance to limited English proficient parents, such as by offering translated materials or a language interpreter.

●  Language assistance must be free and provided by appropriate and competent staff, or through appropriate and competent outside resources.

●  School districts 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, and are trained on the role of an interpreter and translator, the ethics of interpreting and translating, and the need to maintain confidentiality.

●  It is not sufficient for the staff merely to be bilingual. For example, a staff member who is bilingual may be able to communicate directly with limited English proficient parents in a different language but may not be competent to interpret in and out of that language, or to translate documents.

California Education Code 48985(a) states that:

“If 15 percent or more of the pupils enrolled in a public school that provides instruction in kindergarten or any of grades 1 to 12, inclusive, speak a single primary language other than English, as determined from the census data submitted to the department pursuant to Section 52164 in the preceding year, all notices, reports, statements, or records sent to the parent or guardian of any such pupil by the school or school district shall, in addition to being written in English, be written in the primary language, and may be responded to either in English or the primary language.”

Our school serves a diverse population of multilingual learners.  Our school reviews demographic data frequently to ensure families are receiving communication in their primary language.  IQ Academy has more than 15% of families that speak Spanish. This means that ALL notices, reports, statements, or records sent to the parent or guardian, in addition to being written in English, must be written in Spanish. Additionally, parents may respond to communications in either English or Spanish.

TRANSLATION SERVICES: VERBAL

All parents and guardians of students may request free language translation services at any time. Parents and guardians may request information about school programs and activities in a language they can understand.

A free, professional live interpreter may be requested by all parents and guardians at any time by contacting the school directly at (866) 339-6787.

IQ Academy has contracted with an over the phone interpreting service, Certified Languages International (CLI).  The service provides interpreters in over 200 languages. This service will allow teachers and other staff to communicate with LEP parents.  When a teacher becomes aware that one of her student’s parents have limited English proficiency, she should contact her supervisor.  The supervisor will use the information on the CLI Instruction Card (information is also below) to get an interpreter during a phone conference. There is no need to set up anything ahead of time. Once the service is called, an operator will immediately connect you to an interpreter. If needed, the operator can also call the parent and teacher and conference them in. Please don't provide the CLI Instruction Card to teachers, supervisors should call CLI and request the interpreter.

When an interpreter is needed complete the following steps.

1. DIAL 1-800-CALL-CLI (1-800-225-5254)

   • When the operator answers, tell them:

   • Your customer code is 74586

   • You are calling from K12 CA Supported Schools

   • The language you need

   • Your name; Student’s SID#, last name, and school

2. If you need a third-party dial-out (the parent’s phone number). If additional staff need to join the call, let the operate know their phone number as well.

3. The operator will connect you promptly.

Zoom Meetings

If staff are meeting with a parent in ZOOM and need an interpreter, they can use CLI. The interpreter will not be on video, they will use the ZOOM call-in phone number and meeting ID number. Make sure to get this information from the teacher before you call CLI. You will still need to call into CLI for them. Here are the directions.  ​CLI for ZOOM​

Recommendations for Using an Over-the-Phone Interpreter

• If you need to reach a Limited English Proficient (LEP) at home or need a third-party dial-out, please inform the operator (CLI rep) before the interpreter is connected. Once the interpreter is connected, you can tell the interpreter who to ask for (the LEP’s name).                                                                                                           

• At this time, you can also tell the interpreter how to proceed if the call goes to voicemail and what message to leave, if desired.

• Explain to the LEP that all info is confidential and encourage questions.

• Speak clearly.

• Speak to the parent, not the interpreter. Pause and leave time for the interpreter to translate.   

• Speak freely; all CLI interpreters are sworn to confidentiality, neutrality, and the Interpreter Code of Professional Ethics.

• Encourage the interpreter to clarify terms with you if necessary.

• The school is charged by the minute and it begins once you are connected to the interpreter.

**Parents needing sign language support:  For parents who need an ASL interpreter, please contact the compant called "Purple" at https://signlanguage.com/​.  They provide free ASL translating services.  If this doesn't meet the need, you can email Sherrie in CSRS and see if they can help secure an ASL interpreter.  Please use the CSRS@caliva.org email address and smurphy@caliva.org at the same time​ when emailing. 

Special Education and Administration Only:  IQ Academy now has a process to request a live “in house” Spanish interpreter for IEP, 504, and NC2 meetings.  This process is only to be used by special education staff and administration at this time.  Please see process outlined HERE.  

TRANSLATION SERVICES: WRITTEN

The Director of Categorical Programs will collaborate annually with the department directors as necessary to identify vital written documents that need to be translated into the language of each frequently-encountered LEP parent group eligible to be served and/or likely to be affected by the school’s program or activities, as well as other languages as necessary.   At this time, documents will be translated into Spanish unless another language is requested.  Documents can be found in the Spanish Translation Library.  If you do not find the document you need already translated, please email Anita Garza at agarza@iqcala.com and she will submit the document for official translation. 

At a minimum, the following vital written documents will be translated into the language of each frequently-encountered LEP parent group:

• notices relating to matters of school procedures, such as how to access its on-line program and how to set up hardware, software, and an internet service provider to access the program;

• notice of procedural safeguards in the context of providing children with disabilities with a free appropriate public education (FAPE) under Section 504 and IDEA;

• documentation related to eligibility and placement decisions under Section 504 and IDEA;

• disciplinary notices and procedures;

• School Pathways Back to School Packet

• report cards and student progress reports;

• notices of parent-teacher conferences or meetings;

• Student/Parent Handbook and Enrollment Requirements;

• documentation regarding the availability of academic options and planning, including any gifted and talented programs, alternative language programs, interventions, and counseling and guidance services;

• screening procedures that request information from parents about the child's language background and the parents’ preferred language for communication with the school.

NOTIFICATION OF LANGUAGE ASSISTANCE SERVICES

Schools must notify LEP parents and all school staff of the availability of free language assistance services with respect to information about school programs and activities (e.g., online/digital and “in person” or telephone-based orientation sessions, parent-teacher conferences, meetings with school staff, special education or other meetings about disability, learning coach activities, etc. ). The notification(s) should include information about how to access the services and will identify a school contact person (e.g., ELD Coordinator/Specialist) who can assist LEP parents in accessing interpreter services or translated documents.

"All parents and guardians of IQ Academy students may request free language translation services at any time.  

Parents and guardians may request information about school programs and activities in a language they can understand."

The notification of Language Assistance Services will be published in/on:

·   the school’s website;

·   the student and parent handbooks;

·   all school newsletters or other general communications;

·   general contact information in advertisements or other contacts relating to enrollment/admissions.

STAFF TRAINING

Annually school staff should be trained on the following items:

• Notice of Language Assistance Services for Parents

• Accessing an interpreter

• Requesting document translation

• Utilizing free online translation

• Tracking Language Assistance Services

• Using the student's English speaking Learning Coach* as interpreters/translators

* Staff have must permission from the parent before using the LC to translate.  Additionally, the use of minor children raises concern about competency, quality, and accuracy of interpretations and that it is never advisable to use such children to convey information about their own education and/or complex information.