D 100 Staff SOPs (Knowledge Base)

    Interpreter/Translation Process IEPs/504 Plans

    Interpreter/Translation Process IEPs/504 ...

    This section of the SOP is meant to provide guidance to IEP/Section 504 teams on the interpreting requirements for Limited English Proficiency parents of children with disabilities per Illinois School Code (226.500). Special Education Department guidance is also provided in accordance with the Illinois School Code. Please follow this process when schools (PreK-12+) need an interpreter for an IEP/ 504 meeting with a parent/guardian whose native language is other than English.


    1. 1

      Two Weeks Prior to the Meeting- 14 Calendar Days

      1. Staff responsible for the request fill out the IEP/504 Interpreter Request Form
      2. Staff responsible for the request, send a calendar invite to Nidia Monteagudo with the location and time of the meeting. 
    2. 2

      One Week Prior to the Meeting

      1. Interpreter, or responsible party ensures meeting coverage. 
      2. The interpreter accepts or declines the invitation. 
        1. If declined, the Special Education Department will inform the sending team of what options are available. 
      3. If an agency is being used, the Special Education Department will send the invitation to the agency and inform the building. 
      4. Email verification will be sent to each requester upon assignment of Interpreter. 
    3. 3

      Day of the Meeting

      1. The interpreter checks in at the main office if the meeting is in person.
      2. If the meeting is online, the interpreter will connect via Google Meet. 
        1. Please note- a phone conference can be utilized at the family's request. 
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      District 100 Document Translation Process for IEPs and 504 Plans

      This SOP is meant to provide guidance to IEP/Section 504 teams on the interpreting and translation of vital documents’ requirements for Limited English Proficiency parents of children with disabilities per Illinois School Code (226.500). Special Education Department guidance is also provided in accordance with the Illinois School Code.
      1. If the parent requests the documents to be translated into another language directly after the meeting, the case manager or building designee must:
        1. If accessible in Embrace, download a PDF draft of the paperwork in the language requested. 
        2. Fill out the Document Translation Request Form
      2. Once a request is received by the translation team
        1. The translator responsible review and edits any necessary wording in the submitted document. 
        2. Earmarks in the TOP LEFT CORNER- Reviewed, Ready to Send and initials the document. 
        3. Emails the case manager or building representative the completed documents. 
        4. The case manager or building representative, mails, emails, or provides paper copies of the documents to the family. Electronically provided documents ensure that the district complied with the request.
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      Overview of the Language Notification Requirements

      1. Written translation of the notifications, such as, Notification of Conference and Notification of Conference Recommendations forms as well as applicable elements of the IEP forms must be provided simultaneously with English IEP documents.
        1. For IEPs, such as, annual reviews, the translation should be provided within 7 school days. 
        2. For other IEP documents, such as, evaluation reports the timeline is extended to no more than 30 school days after the meeting. 
        3. All translations must be performed by competent translators who have undergone sufficient professional training regarding special education terminology and processes. If a school district elects to utilized an automated translation program/software, the results must be reviewed and edited, as needed, by an individual qualified to determine the accuracy of the translation. 
    7. 7

      Embrace Language

      1. Box 1- in addition to checking off the box, please document in the additional notes. 
      2. Box 2- in addition to checking off the box, please document in the additional notes. 
      3. Box 3- Question to ask: Does the IEP need to be translated for you or Do you want the IEP to be translated? 
        1. Clarification: We should not ask whether parents want google or official translation. All translations including when software is used are to be certified.  



      ​Document Translation Request Form​​​
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