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Requesting Translation

As we start a new school year, We would like to share the process of requesting Interpreter Service  (oral communication)  and Written Translations (written communication). Please share this email with your school site staff as appropriate. Download these requests forms to your computer for quick access.

 

It is important that the appropriate forms are always included with your requests to our office, as it helps expedite the process. To obtain interpretation services for district-wide meetings and school site events. Please submit your request at least 1-2 weeks prior to the meeting date. Forms must be submitted or requests will not be processed.

  • Use the Rqst_CentralServices3 2025 2026 form for Written Translation requests (IEP reports, or other written material) and/or  to Request for Interpreters at a Workshops or Evening events.
  • For IEPs submit the IEP Interpreter Request PDF 2025 2026 or Cut and paste form
  • Cut and paste form 2025 2026 can be used for meetings other than IEPs and/or phone conference requests.

 

The earlier you submit requests, the better chance of service for dates requested. You may submit your calendared dates for the year and the easiest way to contact the team is via email to Lynda Garcia:  [email protected], Erika Rodriguez: [email protected] and Carrie Feng: [email protected]

 

 

Serving the Language Needs of our Community

 Under the English Language Program, headed by Robert Patrick, Coordinator you can count on a team of three District Translators and Interpreters (DTIs):  Carrie Feng for Cantonese and Mandarin, Erika Rodriguez  for Spanish and Lynda Garcia whom you can contact for all needs in Spanish , Chinese, and other languages. Our translation services are part of the English Learner Programs of the Educational Services Office and support the work of all SLZUSD sites by providing translation and interpretation services. Currently we service Spanish and Chinese in-house and Farsi in-house available upon request to facilitate communications amongst District staff - bilingual families and community. With over 40 languages spoken by students and families in SLZUSD, the English Learner Programs Office acts as an important resource to make sure that students and families are able to understand key issues, events, and materials that are produced by the District.  

 

Procedures for Interpretation Services

 Interpretation services are available on a first-come, first-served basis. The Translations Services Unit offers both simultaneous and consecutive interpreting (oral communication) and will be responsible for determining the most appropriate technique for your meeting. It is extremely important that you plan your meetings ahead of time and notify us immediately of your interpreting needs. In order to receive interpreting services, carefully read and complete an Interpretation Request Form. Make sure you complete all the pertinent information on the form and submit it to [email protected]. Due to the high volume of daily requests, please make sure to call us to confirm receipt of your request if you do not receive a confirmation from us within 48 hours.  If document is time sensitive please note it on the request.

Once your request has been received, you will be contacted before the scheduled meeting to confirm and/or to discuss the availability, interpreting equipment, etc. If there are any changes in the location or starting/ending time of the meeting, or if the meeting has been canceled, please notify us immediately.

Interpretation for Individualized Education Program (IEP) meetings.

Depending on the complexity of an IEP, language needs may be covered by one of our trained bilingual staff members or you may request a District Interpreter (Spanish or Chinese) or any other language.  Just as these meetings are planned ahead, please schedule the need for an interpreter as soon possible an submit your request form.


If you are planning a conference with workshops, please indicate on the request form the number of workshops and submit a copy of the agenda of the meeting. It's also important to consider if one interpreter is sufficient or if you will need more than one. This will help us better prepare ourselves in order to provide the service you need.

  • For school site meetings or events (PTA/ELAC/SITE WORKSHOPS), administrators are encouraged to continue current practice or please contact: Lynda Garcia further assistance as needed.
  • Make sure your interpretation request communicates the exact meeting location, including room number/name, expected number of people in need of interpretation services, and if the use of interpretation equipment is required.
  • Confirm parent attendance within one business day in advance and, if they cannot attend, immediately notify the Translation Unit at 510-317-4740 to cancel service.  On-site cancellation is strongly discouraged.

 

Procedures for Translation Services

  • Requests need to be entered at least seven (7) business days in advance, if possible. Keep in mind that turnaround depends on priorities, time sensitivity of the documentation and please consider that processing is linked to word count and current workload.
  • Word documents are the ideal format to submit requests. Make sure to turn off "Track Changes". We accept editable PDFs, Excel files, PowerPoint presentations and other formats, if elaborate formatting is needed, it may add to the turnaround time.
  • As much as possible, please avoid sending scanned copies because they are not editable.
  • Copyrighted materials should not be submitted for translation unless accompanied by written permission.
  • Due to liability concerns, we do not provide editing or proofreading services for documents that were translated outside of SLZUSD Translations Service Office.
  • Please note that we are not responsible for the quality and accuracy of the translation if it’s altered in any manner after delivery without the look-over of Translation Services.

 

NOTE: Most languages may take, on average up to 35% more space than English. Please, consider this when designing your project. 

 

 

FAQs:

  • What kinds of translation/interpretation services can Bilingual Para Educators provide?

Bilingual Para Educators can provide assistance with basic home-school communications and school site meetings as needed. Bilingual Para Educators can translate short, informal, day to day matters.

 

  • What kinds of documents must be translated by the Language Translator/Interpreter Specialist?

The Language Translator/Interpreter must translate any document that is to be used in an official manner. This includes, but is not limited to, high stakes documents, documents that assure equal access to all programs and opportunities, documents with legal implications, and documents that require parent signatures.

 

  • Can the Bilingual Para Educators and/or Volunteers translate these documents?

No, unless proper documentation of qualified certification in translation/interpretation is on file at the District.

 

 

Lynda Garcia, MS HCA

Senior District Translator & Interpreter

San Lorenzo Unified School District

 15510 Usher St., San Lorenzo, CA

  510-317-4740  |  510-589-9048

 https://www.slzusd.org/apps/pages/translation-office

https://www.slzusd.org/apps/pages/translation-and-interpretation-services