32 Interpreting and Translation Services


Forms/Links

Chapter Revision Date: :10/04/2017

I. INTERPRETATION

32.1 Requesting an interpreter for an IEP Meeting

Our department currently has Spanish and Vietnamese interpreters on staff. Most other languages are covered through cooperation agreements with an outside agency. Requests for interpreters in all languages should be made via an IEP Request Form and emailed to ieprequest@sandi.net .

(If you need an ASL interpreter, please send a message to the following address: dhhhands@sandi.net ).

When filling out the IEP request form, make sure to complete the following fields: School site (whenever possible please include room number), student (full name or ID number), time/date, duration of meeting, type of IEP, and case manager contact information. Incomplete forms will not be processed.

Please email your request to ieprequest@sandi.net you will get an automated response to let you know that we have received your message. We will follow up to confirm your appointment or coordinate alternate dates, if necessary, within 24 hours.

If you do not receive a reply within 24 hours, please contact us by email (mgarcia12@sandi.net) or phone (619-344-4350 ext. 2253).

It is very likely that we will be able to accommodate your first choice of date and time if we receive your form at least 10 business days (2 weeks) before that date.

We understand that urgent cases occasionally come up. Please confirm with your team and fill out the request form, making sure to include 1-2 alternative dates. Tell us about your needs in the “Requester comments” section of the IEP Request Form. We will make every effort to assign an interpreter for the first available date and time.

32.1.2 IEP Meeting cancellations

Please send all cancellations or other notifications via e-mail to: ieprequest@sandi.net as soon as possible. We appreciate having advance notice of cancellations because it allows us to schedule meetings with other sites/ teams.

32.1.3 Policies for interpreters during IEP meetings

Interpreters can wait up to 30 minutes for parents/ guardians and/or team members to arrive. After 30 minutes they will reassigned to another meeting. Please keep in mind that delays in the start time may affect the length of time that the interpreter can stay at your meeting, as they may have other assignments.

We understand that many complex issues may come up during any type of IEP. If a meeting goes over the expected duration time, our interpreters will do their best to work with your team within the limits of their schedule. However, if an interpreter is expected at another site they will have to excuse themselves from an IEP meeting that is running long.

The interpreter will advise the case manager at least 15 minutes before they have to leave the meeting.

If a parent/ guardian is unable to attend an IEP meeting due to unforeseen circumstances, the team can opt to hold the meeting by phone with the interpreter at the school site.

Interpretation for other meetings and assessments

Currently, our department does not provide assistance for testing or assessments.

Please contact SDUSD Bilingual Support Network (BSN).

II. TRANSLATION OF IEP DOCUMENTS AND OTHER DOCUMENTS RELATED TO SPECIAL EDUCATION

The translation request process has changed, we have moved to an all-digital format in order to improve efficiency and save paper. We are no longer accepting physical documents sent via school mail.

32.2 Translation of IEP Documents

Once the IEP is locked, fill out a Document Translation Request Form and email it to doctrans-IEP@sandi.net

Make sure to fill out the form in its entirety and include any additional information for the translation team in the “Comments” section. Incomplete forms will not be processed.

Please send requests within 2 weeks of the document “locked” date.

It is not necessary to attach the IEP document to your request form.

Your request will be confirmed and processed; the translated IEP document will be uploaded to the “Additional Documents” section for the student on SEAS.

The case manager is responsible for distributing the document(s) to the student’s parents/ guardians.

32.2.1 Expedited translations for IEP Documents

We understand that some translations must be expedited in order to ensure that the IEP process runs smoothly. We are happy to work with case managers dealing with special circumstances.

Please communicate your needs to us using the comments section of the Document Translation Request Form and we will do our best to support your team.

32.2.3 Translation of other documents related to Special Education

Please email your request to doctrans-IEP@sandi.net

We will contact you to coordinate the translation and delivery of your document(s)

If you have questions regarding translations/interpretations not related to Special Education, please contact:

Ana Morales: Manager, Translation Department

2441 Cardinal Lane, Building C

San Diego, CA 92123

Phone: (858) 496-8366

Fax: (858) 496-1825

Email: amorales@sandi.net

III. FURTHER QUESTIONS

32.3. Step-by-step guides for digital forms

If you are having difficulties downloading, filling out or attaching the Interpreter Request Form or Translation Request Form, please consult our step-by-step guides. They include visual supports that will guide you through the process. (It is easy, we promise.)

(Links to guides)

32.3.1 FAQ

If you have further questions, please consult our FAQ.

Contact Information

Department Supervisor: Mario Garcia

Email: mgarcia12@sandi.net

Phone: (619) 344-4350 ext. 2253

Our offices are located at Memorial Preparatory for Scholars and Athletes (2850 Logan Ave. San Diego, CA 92113), Room 253.