REQUEST SERVICES

Translation Workflow: From Decision-Making to Delivery

1. Identifying Translation Needs

Unit Responsibility:
- Assess materials for relevance and audience (e.g., student-facing communications, policy documents, outreach materials).
- Determine if translation aligns with legal, compliance, or accessibility requirements (e.g., ADA, Title VI, LEP).
- Prioritize materials based on urgency, audience impact, and complexity.
Tools/Support:
- Checklist or guide for evaluating documents for translation.
- Consultation with Language Access Services.

Step 1: Complete Request Form
- Fill out the appropriate Request Form with all required details
- Upload the document in an accepted format (PDF, Word, etc.).

Step 2: Initial Review by Language Access Services
- Confirm receipt of request.
- Review document for:
  - Language availability.
  - Complexity and special requirements (e.g., technical, legal).
  - Deadline feasibility.
- Communicate any clarifications or adjustments to the unit.

Step 1: Assign Translator/Interpreter
- Match the document to a qualified translator based on:
  - Language proficiency.
  - Subject matter expertise.
  - Availability.
- Share any reference materials, glossaries, or specific instructions provided by the unit.
- If Interpreter is needed, preparations are made, and equipment is arranged.

Step 2: Translation or Interpretation event
- Translator completes the initial draft, ensuring:
  - Accuracy in meaning and context.
  - Adherence to cultural and linguistic norms.
- Interpreter is used for event.

Step 3: Quality Assurance (in cases where translation is used)
- Secondary review by a proofreader or second translator to:
  - Verify accuracy and consistency.
  - Check grammar, spelling, and formatting.
  - Ensure alignment with the unit’s tone and purpose.

Step 1: Deliver Translated Document
- Provide the completed translation to the requesting unit in the agreed format (editable or finalized).
- Include a summary of changes, if applicable, and confirm receipt.

Step 2: Unit Review
- Unit reviews the translation for content alignment.
- Provide feedback or request adjustments, if needed, within an agreed timeframe.

Unit Responsibility:
- Approve the final translation for distribution.
- Implement the translated material (e.g., publish on a website, print, or distribute digitally).

Language Access Services:
- Archive the translated document for recordkeeping and future reference.
- Update internal glossaries or databases with new terminology (if applicable).