language access plan · translation steps step 1. choose a translator service find out from the...
TRANSCRIPT
L A N G UAG E ACC E S S P L A NA Resource Guide to Alternative Languages
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T A B L E O F
CONTENTS
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Basic Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
About the Elections Department . . . . . . . . . . . . . . 4
Language Communities in Adams County . . . . . . 5
Elements of an Effective Language
Access Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Creation of This Plan . . . . . . . . . . . . . . . . . . . . . . . . 6
Building Community Connections . . . . . . . . . . . . . 7
Contracted Professional Translation/
Interpretation Services . . . . . . . . . . . . . . . . . . . . . . 8
Planning for Translations . . . . . . . . . . . . . . . . . . . . . 9
Planning for Interpretations . . . . . . . . . . . . . . . . . . 11
Monitoring Progress . . . . . . . . . . . . . . . . . . . . . . . . 15
Training for Election Workers . . . . . . . . . . . . . . . . . 15
Research Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Appendix A - I Speak Language Cards . . . . . . . . . 17
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OverviewWhat’s in this document?This document establishes the procedures for the Clerk & Recorder’s Office on providing informal materials such as flyers, process documents, webpages, and educational information in languages other than English. Official documents are to be translated by the Secretary of State, Colorado Department of Public Health and Environment, the Department of Revenue, or other appropriate authorities. The Elections Department will assess the process against our outreach goals after each election and revise the plan based on what we learned.
Who should use this document?This Language Access Plan is for the Elections Department to use as a guide to developing, revising, reviewing, distributing, and receiving feedback on services, information, and education that we provide in alternate languages.
Leaders of community-based organizations that support people with Limited English Proficiency (LEP) should also use this document to know when and how to partner with the Elections Department and how to contribute resources and feedback.
Why do we have a Language Access Plan?We want to ensure all individuals who are eligible to vote but need access to information about voting, elections, and civics in languages other than English get access to that information, including LEP residents.
Staff will be trained on how to interact with LEP persons by using simple English words to explain election processes and procedures, being aware of non-verbal cues and cultural sensitivities, and providing an inviting environment that will keep LEP communities engaged.
For General Language Access Inquiries
Yangmee LorCommunity Outreach [email protected]
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Basic DefinitionsTranslationTranslation is the conversion of communication from one language to another in a written form. An accurate translation is one that conveys the intent and essential meaning of the original text. Accurate sometimes does not mean literal. For example, “let your voice be heard” in English is often used and understood as a metaphor for voting or civic engagement. In some languages, the phrase might mean “yelling,” and not the act of voting or participating in one’s community.
InterpretationInterpretation is the translation of a spoken message from one language to another, preserving the original message’s intent and meaning.
Limited English Proficiency (LEP)A person with LEP cannot speak, read, write, or understand the English language at a level that permits them to interact effectively with English speakers. An individual may be LEP in one situation and not another, for example, a medical setting versus a restaurant setting.
Vital DocumentsInformation or documents critical for accessing information related to voter registration, voter participation, and other election-related materials.
About the ElectionsDepartmentOur intent is to ensure every person who is eligible to vote in this jurisdiction isregistered to vote. We conduct Coordinated, Primary, and General Elections.
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Language Communities in Adams CountyPrimary Language GroupsThrough research with the county’s Diversity and Inclusion Council and with data from Cesco Interpretation Services, the county has determined there are four primary non-English languages used in Adams County:
Spanish Hmong American Sign Language (ASL) Russian
Below is a table of languages currently requested through Cesco. The top four are in bold, with an asterisk.
Amharic Arabic *ASL BulgarianBurmese Chinese (Simplified) Dari FarsiFilipino French German *HmongJapanese Karen Khmer/Cambodian KinyarwandaKirundi Korean Lao MayanMai-mai Mongolian Nepali PashtoPolish Portuguese Romanian *RussianSerbian Somali Swahili *SpanishTagalog Telugu Thai TigrinyaVietnamese
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Elements of an Effective Language Access Plan Elements that may be helpful in designing an LAP policy or plan:
Identifying LEP individuals who need language assistance Identifying ways in which language assistance will be provided Training staff Providing notice to LEP individuals Monitoring and updating LEP policy
Language Assistance Services
Oral interpretation services Bilingual staff Telephone interpreter lines Written language services Community volunteers
For more information and detailed agency-specific guidance, go to LEP.gov.
Creation of This PlanIn collaboration with the Center for Civic Design and the Center for Technology and Civic Life, the Adams County Clerk & Recorder’s Office engaged in a full-day workshop and follow-up meetings to develop the county’s first plan. Besides improving the document, work included meeting community members and organizations, research, and establishing procedures and processes that didn’t exist before.
Through various events Adams County attended, along with multiple follow-up meetings with community members, the Language Access Plan was created.
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Building Community ConnectionsStrong connections to community members and organizations already actively involved in the community with LEP persons are vital to our success.
We made a list of existing ethnic media sources in the area and contacted those communities .
We set up meetings with cultural and heritage organizations to let them know the Adams County Clerk & Recorder desires to reach out to their clients or community and build a relationship with them .
We set up a Language Access Committee made up of community members who will volunteer their time to provide feedback, translations of unofficial materials, and receive updates on Elections to disseminate to their community members .
We reached out to county contacts, including the Diversity and Inclusion Council and the Adams County Human Services Department, soliciting contact information for key stakeholders .
We cold-called or emailed contacts asking for meetings to discuss language and other community needs .
Established partnerships with other organizations and community members are integral and are the Language Access Plan’s priority. These relationships are instrumental in helping Adams County meaningful access. To view the full list of organizations and resources available to assist with language assistance services, visit AdamsVotes.com/language-access-plan.
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Contracted Professional Translation/Interpretation ServicesService Provider Method Information ContactCesco Phone Interpreting Telephone
On-Demand1.844.439.0438
Contact: Steve Lank Phone: 303.274.2634
A&A Languages In-PersonTelephone*
*Must contact theagency and bookservices at least 48hours in advance. Use a template to request services.
See Translation/ Interpretation procedures
Fax: 720.870.4555
Contact: Alex UvarovPhone: 303.960.6543
Language Line Services Over-the-phone interpretation only
Contact: Tom CostelloPhone: 1.800.752.6096
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Planning for TranslationsPlanning AheadThe Adams County Elections Department plans to build in time to ensure translations are done accurately and at a reasonable cost. Translators charge more for a rush order, therefore we will plan for one week for a simple translation and a week and a half for a complex translation.
Common Translation Issues
Considerations
Consider readability . Would the content make sense to someone from another country?
Written communication is not the only (or best) mode of communication . For example, some languages have a rich oral tradition and might require changing our outreach strategy .
Language
Keep the information concise and straightforward . It is acceptable for the English version you send to the translator to differ from the original English document .
Avoid metaphors, idioms, colloquialisms, euphemisms, and other forms of language that require situational or U .S . cultural experience (e .g . “open house” can translate to “vacant house”) .
Write to an audience at a fourth-grade reading level . This communication level will make it easier for people to understand the translated text .
Online tools like readable .com and hemingwayapp .com will quickly test the readability, spelling, and grammar of text and show how and where to make improvements . These are not translation tools .
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Finalizing Draft Text
Federal agencies and programs and names of community-based organizations that serve specific immigrant communities may already have approved translated names . For example, the official Spanish translation of the federal program Deferred Action for Childhood Arrivals (DACA) is “Acción Diferida para los Llegados en la Infancia .”
Flag any technical terms, like “voting by mail,” that will need special consideration from the translator .
Getting the Text to the Translator
Send final drafts in Word rather than PDF files . It is easier for translators to work with and will save time .
If you are designing a poster, brochure, or another item that’s not strictly text, send the text-only and not the designed item . For example, Arabic may change the layout or design of a poster because it is read from right to left .
Translators rarely have graphic design experience and cannot be expected to provide this additional skill unless you have discussed that in advance .
Culturally Responsive Design
Use a basic and clean design that emphasizes your message .
Keep visuals consistent, so it is easy to find the information on any document in any language .
Graphics and photos should be culturally appropriate . Clip art is often distracting and does not transfer between cultures . A thumbs-up gesture, for example, is offensive in some countries .
If what you are designing includes an image of a community member who identifies with a specific ethnicity (e .g . a Vietnamese person), we recommend they match the language of the flyer (e .g . a Vietnamese language flyer) .
To see more examples, please visit the Center for Civic Design: Designing a voter guide to an election.
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Translation Steps
Step 1. Choose a Translator Service
Find out from the provider what edits are allowed after the first draft of the translation is complete. Some allow unlimited edits in a specific timeframe.
Step 2. Find a Native Speaker to Check the Translation
Once the service or person has completed the translation, it’s essential to have someone you trust check it.
Ideally, a staff member who is a native speaker and can check the work. If not, Adams County will use its network of community volunteers. You may need to plan for one hour of work for a simple translation or two hours for a more complex one.
Step 3. Revise if Necessary
If edits are required, refer to the translator’s policies around edits that you researched before you began.
Step 4. Translation Complete
If you’ve worked with the translator to develop new terms for elections you didn’t have before, put them in your vocabulary bank so others can use them. Adams County will regularly check the U.S. Election Assistance Commission (EAC) recommendations for election terms in languages other than English.
Planning for InterpretationsIn-Person Interpretation for EventsIn-person interpretation may require some planning. Below are the steps to book an in-person interpreter for a scheduled event. Adams County is currently contracted with three language interpretation/translation services. Please refer to Adams County’s Current Contracted Professional Translation/Interpretation Services section to see which service will best suit your needs.
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Adams County is contracted to three providers. However, A&A Languages is the only one that will require a template to be filled out and emailed to their office. Below is an example of how to request interpretation services from A&A Languages.
1-2 Months Before:
Choose which service you would like to use . Use the following template to request an in-person interpreter from A&A Languages
Language: Language being requested.Time: The time when the meeting/eventis taking place.Date: The date when the meeting/event is taking place.Type of interview: In-personTechnician name: First and last name of the technician/staff member requesting services.
This should be the same person who will be meeting the interpreter.
After filling out the template, email it to [email protected] . Someone from the office will send a confirmation email with details regarding the request . If you have not received an email from A&A Languages within the same day, contact the service via phone to verify receipt of the request .
2-3 Weeks Before:
Meet with the interpreter to explain the event and answer any questions they may have . Bring any materials or agendas you are planning to use at the event to help the interpreter prepare for the event .
1 Week Before:
Meet with the interpreter once more to review the final agenda . Share any presentation slides so the interpreter can practice their delivery, if necessary . Discuss any sensitive topics you are covering and seek advice on how to present them . Discuss technical terms you are using and how to translate them .
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During the Event:
Acknowledge the interpreter and refer to them by their preferred first name . Remind people to speak at a moderate speed so the interpreter can understand everything .
Listen for confusing terms and flag them for interpreters . Thank the interpreter as soon as the event is over and before they leave .
After the Event:
Ask the interpreter for feedback by providing the following survey form link: surveymonkey.com/r/ZLT5T5B .
In-Person Interpretation for Scheduled MeetingsThe same process can be used for scheduled meetings requiring an in-person interpreter. The request must be made 48 hours or more in advance, and the corresponding template will be used with the Type of Interview designated as in-person.
Scheduled Phone InterpretationsThe same process can be used for scheduled phone interpretations. The request must be made 48 hours or more in advance. The same template will be used with the Type of Interview designated as phone. An example of how to fill out the template for scheduled phone interpretations is as follows:
Language: Language being requested.Time: The time when the meeting/event is taking place.Date: The date when the meeting/event is taking place.Type of interview: PhoneTechnician name: First and last name of the technician/staff member requesting services.
This should be the same person who will be meeting the interpreter.
Someone from the office will send a confirmation email with the following information: date and time of meeting/event, name and phone number for the interpreter, language requested, technician/staff member name, and type of interpretation service being rendered (phone or in-person).
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In-Person, On-Demand InterpretationIn the instances where an LEP person walks in, staff should first determine the LEP person’slanguage. Staff should use the Language Identification Cards to invite LEP persons toidentify their language needs to staff.
Staff can then proceed to use the over-the-phone, on-demand interpretation procedure outlined below.
Over-the-Phone, On-Demand InterpretationOn-demand phone interpretations are available to access an interpreter via telephone immediately. Adams County has two services that provide over-the-phone interpretation on demand. Those services are through Cesco Interpreting and the Language Line. If an English‐speaking family member or third party initiates the call on behalf of the LEP person, staff must advise the LEP person of the department’s policy to provide free language assistance.
The department may not require the LEP person to use a county provided interpreter. If an LEP person prefers an informal interpreter, after the department has offered free interpreter services, the informal interpreter may interpret.
If an interpreter is necessary, you can contact the service provider and usually get an interpreter on the line within minutes. They will put you on a brief hold while they connect you to your interpreter. Once your interpreter is on the line, they will introduce themselves.
It is vital you write down the interpreter’s name so you can address them properly during the interpretation process. It is also crucial you provide a phone number for them to reach you if your call becomes disconnected.
If the resident is on the phone with you, you can contact the service provider on the other line. Once the interpreter is connected to you, you will let the interpreter know you will be conferencing them into the call, and they will be on a brief hold.
Once the conference call is connected to all parties, you will let the interpreter know the call is now connected, and the resident is on the other line. The interpreter will introduce themselves to the resident and let you know when they are ready to start interpretation services.
Informal Interpreters Informal interpreters may include family members, friends, legal guardians, service representatives, or the LEP person’s advocates. For elections and voting, a voter can choose anyone they wish to assist them while voting. Staff and election workers do not have the authority to deny use of an informal interpreter.
Outside Resources Outside resources may include community volunteers.
Outside resources may be used for interpreting services at public or informal meetings or events if a timely request has been made.
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Monitoring ProgressLanguage access practices are continually evolving as our communities change. Developing a habit of reflecting on our past work will allow the Elections Department to make better choices in the future. We can begin this process by reflecting on projects or events after they’re completed with our team, community partners, and community leaders and by discussing how successful it was.
Four questions to think about might be:
What did we do? Describe the project in detail . Why did we do it? Describe the need you believe you were striving to meet . What are we learning? Describe what happened when you implemented the project . What’s next? Describe what you’ll repeat next time, or what you’ll do differently .
Track the use of specific tools and what languages are being used. Each time you provide a language access service, find ways to document it. A simple spreadsheet can help with this.
Training for Election WorkersFor Adams County, bilingual election worker recruitment is a critical need. Currently, there are very few bilingual workers who are trained for the Elections War Room, whose role is to find a way to assist voters.
When it comes to working with LEP individuals, election workers may make many assumptions about ways to help. While these are often well-intended, they can sometimes make situations worse. Incorporating a section on LEP individuals during training should be a part of the regular election worker training and can include but is not limited to:
Read the stories of the experiences from new citizens on the Center for Civic Design’s website and facilitate a conversation about what it’s like to navigate civic life here .
Invite community partners from cultural or heritage organizations to provide video of their experiences .
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On Election Day, Election Workers Should:
Be friendly and smile often . Speak naturally and at an average pace . Do not raise your voice or slow your speech . If you’re working with an interpreter, look for their cues . They may ask you to slow down or repeat something . Some cultures may say “yes” to be polite but not understand what has been communicated . Ask the interpreter if you’re speaking at a good pace .
Speak directly to the LEP person . Don’t speak through the interpreter as if the person is not there .
Remember that a lack of English proficiency does not mean a lack of education . Speak in one or two sentences at a time . Use plain English and avoid breaking up a thought .
Use simple language . Do not use industry jargon, slang, abbreviations, acronyms, or technical terms . If needed, explain any words unique to the situation, and give examples to describe them . If you need to use technical terms, teach them to the interpreter, so they can convey the meaning .
Interpreters may not be aware they cannot explain what the ballot questions mean . Have a discussion with the interpreter so they are aware of what they can and cannot interpret .
The Elections Department cannot require the LEP person to use a county-provided interpreter . If an LEP person prefers an informal interpreter, after the department has offered free interpreter services, the informal interpreter may interpret .
Current Translated MaterialsTranslated Documents
To see the full list of translated materials, visit AdamsVotes.com/language-access-plan.
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Research ContactsOrganization Research Contact InformationCesco Interpretation Services
Languages requested in Adams County
Steve Lank, VP Translation ServiceEmail: [email protected]
Giovanna Carriero-Contreras, CEOEmail: [email protected]
Civic Design LEP/Elections Christopher PattenEmail: [email protected]
Laboratory to Combat Human Trafficking
Native American Tribes in CO
Mountain/Southern Ute and Navajo
Kara Napalitano, Research and Training ManagerEmail: [email protected]
U.S. Census Bureau LEP Population Data Kimberly Davis, Data Dissemination SpecialistEmail: [email protected]
Appendix A - I Speak Language CardsI Speak Cards provide information to LEP individuals about their rights to free interpretation and translation services.
