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Guidelines for use of interpreting services in Victorian

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Guidelines for use of interpreting services in Victorian

    www.education.vic.gov.au/management/schooloperations/interpret Department of Education Guidelines for use of interpreting services in Victorian government schools - 2009

    On-site and telephone interpreters are available for the following purposes:

School initiated assignments such as:

     parentteacher interviews

     information dissemination about specific school programs to parents from language

    backgrounds other than English

     issues concerning discipline or welfare of individual students from language backgrounds

    other than English

     to assist with the educational assessment of students from language backgrounds other

    than English

     to assist with enrolment of students from language backgrounds other than English.

    Also parents can initiate assignments upon request for student/school related matters.

Procedures for booking an interpreter

    For most interpreting services schools will not require prior permission from the Department of Education and Early Childhood Development (DEECD) for booking interpreters. However, in some situations (see Unusual Situations below), All Graduates Interpreting and Translating

    Services will require permission from DEECD before accepting the booking.

Booking online

    All bookings for on-site interpreters are made via the online booking facilities on http://www.allgraduates.com.au from the Bookings menu item. Each school must have a user

    name and password, which is available from All Graduates on request. All Graduates will provide assistance to schools that have difficulty negotiating the online facility. For enquiries telephone (03) 9605 3000.

    Use of this facility enables better planning and centralised management of interpreter bookings. The facility should be used to:

     make bookings

     confirm current bookings (refer to Confirmation below)

     avoid double booking.

Emergency bookings

    When an on-site interpreter is required in a case of genuine emergency, contact All Graduates during office hours on 9416 4911.

Confirmation

     Schools can view the confirmation of bookings online.

Booking procedures

     Please allow at least five business days for bookings.

     During periods of high demand, such as end of term parentteacher activities, schools

    must allow for at least ten business days’ notice to enable more highly accredited and

    experienced interpreters to be assigned to the booking.

     For specialist assignments such as psychological assessments, schools must allow at

    least ten business days notice. This is to ensure that an interpreter with the skill levels

    required for such specialist assignments can be secured.

     As there is a minimum ninety minute booking period, consideration should be given to

    using telephone interpreters instead of on-site interpreters where schools have single or

    small enrolments of particular language groups.

     For parentteacher interviews, schools are required to arrange appointments to maximise

    the use of interpreters during the period for which they are booked. Multilingual School

    Notices, Notice 2For participation in parentteacher meeting

    (http://www.eduweb.vic.gov.au/edulibrary/public/teachlearn/student/lem/English5.pdf)

    (see sample below) which is available in 21 languages, can be used to assist with

    planning.

    Last updated: 06.02.09 (c) State of Victoria (DEECD), 2009

    www.education.vic.gov.au/management/schooloperations/interpret Department of Education

    ENGLISH 2

    NOTICE TO PARENTS

    FOR PARTICIPATION IN PARENT-TEACHER MEETING

School:…………………………………………………….. Phone:……………….

Dear Parents/Guardians,

    On ........................................................., you are invited to come to the school and

     (Date)

    meet with the teachers to discuss your child’s progress and the school’s programs. As education involves cooperation between parents, teachers and students, your interest and participation in this meeting is important.

    Signed ..............................................

    Date .............................................. ------------------------------------------------------;---------------------------------------------- Please COMPLETE, DETACH and RETURN this section of the form by ....................

     (Date)

    Parent’s name: ...........................................................

    Student’s name: ......................................................... Year Level: ................................

    Please indicate the most suitable time for an interview by placing a tick in the appropriate box.

     ................................................................................................................................ .................................................................. ................................................................ .............................................................................................................................…..

    .............................................................................................................................…..

An interpreter is required in ......................................................................

     (Language)

    Signed ................................................

    Date ...................................................

     Parent/Guardian)

Booking details

     All sections of the online booking form must be completed.

     The particular language(s), dialect, time and duration, purpose, precise location and

    contact person must be specified.

     Particular requirements relating to the assignment need to be specified at the time of

    booking.

Record keeping

     Keep a record of all interpreting assignments.

     Ensure all interpreter bookings are authorised by the principal and coordinated by one

    person.

Cancellation

     At least three days’ notice of any cancellation must be given to avoid a cancellation fee.

Last updated: 06.02.09 (c) State of Victoria (DEECD), 2009

    www.education.vic.gov.au/management/schooloperations/interpret Department of Education Preparation for an interpreting assignment

     Ensure that the interpreter is met and briefed on the nature and purpose of the

    assignment as well as being introduced to the people concerned and having their role

    properly explained.

     Ensure staff present at interview are briefed on how to work with an interpreter. (Refer to

    Talking in Tune A guide to working with interpreters in schools sent to schools in mid

    2005).

Telephone interpreting service

    A telephone interpreter service enables schools to have a ‘3 Way Tele-interpreting’ linking

    teacher, parent and interpreter.

Telephone interpreting services can be used effectively for:

     emergencies such as accidents, illness and discipline issues

     contacting parents who have difficulty coming to the school during normal hours accessing languages where there are limited numbers of accredited interpreters confirming appointments.

    Note: A member of school staff must participate in the telephone interpreting call. Telephone interpreters cannot be used to pass on a message.

    Bookings for telephone interpreters must be made directly with All Graduates and can be booked in advance or on an as-needs basis.

    Telephone: Any time during office hours on 9605 3000. Calls made outside business hours (6.00 pm8.15 am) incur additional costs.

    Waiting time for this service is minimal, and in most situations all parties will be linked within minutes.

Booking details

     Specify the particular language or dialect, expected duration, purpose, contact person

    and telephone number of the parent who you wish to call.

     Advise of any particular requirements relating to the appointment at the time of booking,

    e.g. gender, sensitivity of assignment.

     The All Graduates operator will initially connect you to your interpreter to enable you to

    provide a brief description of the purpose of the call. The operator will then connect the

    parent to you and your interpreter.

Record keeping

     Principals are requested to monitor the use of the telephone interpreter service closely

    and to establish procedures to monitor use without restricting appropriate usage.

Categories of approved interpreting assignments

The following categories and notional times relate to interpreting assignments for approved

    priority activities for which schools do not require prior permission from DEECD: parentteacher-student report interviews (approximately fifteen minutes per interview) individual parentteacher interviewsintegration, careers, welfare, discipline

    (approximately one hour)

     parentteacher meetingsschool policy and programs, implementation of DEECD

    initiatives (approximately two hours)

     student services interviewsspeech therapist, educational psychologist etc

    (approximately one hour)

     enrolment (approximately one hour).

Unusual situations that require prior permission from DEECD include:

     country assignments

     ongoing assignments or those requiring a longer block of time than indicated above requests not included in the priorities listed above.

    Last updated: 06.02.09 (c) State of Victoria (DEECD), 2009

    www.education.vic.gov.au/management/schooloperations/interpret Department of Education Interpreterline.

All Graduates’ also provides telephone interpreting know as Interpreterline.

    Interpreterline is available on a 24/7 basis for 20 of the most in demand languages.

These are:

    Arabic Dinka Macedonian Serbian

    Bosnian Greek Mandarin Somali

    Cantonese Hakka Persian Spanish

    Croatian Italian Polish Turkish

    Dari Khmer Russian Vietnamese

    To use Interpreterline schools must use their account number and PIN, which is issued by All Graduates.

    Additional languages will be included as determined by demand. All other languages are available during business hours only.

Contact number is: 1300 739 731

Last updated: 06.02.09 (c) State of Victoria (DEECD), 2009

www.education.vic.gov.au/management/schooloperations/interpret Department of Education

    Guidelines for use of translating services in Victorian

    government schools - 2009

Multilingual notices

Twenty-three commonly used school notices have been translated into twenty-two languages,

    including English, and are available at:

    http://www.education.vic.gov.au/management/schooloperations/interpret/multilingual.htm#3

Notices available:

Information regarding parent participation Collection of Education Maintenance Allowance

    Participation in parentteacher meetings Travel concession and cards

    Special events Exit from English language schools and centres

    Prep intakes Transition

    Day excursions Medical condition

    Parentteacher meetings regarding Immunisation records

    school camps

    School camps Fees and levies

    List of items required on camps Student absences

    Permission to attend a school camp Swimming programs

    End of term Student safety

    No school Consent FormHead lice inspection

    Education Maintenance Allowance

    Multilingual notices are available in the following languages:

Albanian Persian

    Arabic Polish

    Bosnian Russian

    Croatian Samoan

    Chinese Serbian

    English Somali

    Filipino Spanish

    Greek Tamil

    Italian Tongan *

    Khmer Turkish

    Macedonian Vietnamese

    Only Notices 2, 20 and 22 are currently available in Bosnian. * Only a limited number of notices are available in Tongan: notices 2, 11, 13, 17 and 20 (refer

    to Index of Multilingual School Notices above).

    Translated information of key DEECD documents

Information for parents relating to a number of key DEECD initiatives have been translated

    into a number of languages.

    See http://ww.education.vic.gov.au/management/schooloperations/interpret/translated.htm for

    details.

    Last updated: 06.02.09 (c) State of Victoria (DEECD), 2009

    www.education.vic.gov.au/management/schooloperations/interpret Department of Education Categories of approved translation assignments

    Translating services are available for the following categories of work. Word limits must be strictly adhered to.

Item Maximum number of words

    500 words Key item for newsletter

    150 words Notice

    250 words Information on program/activity

    500 words Special school/integration student reports

    Note: Due to budgetary constraints schools are not able to access translating services to translate lengthy documents such as school charters and individual student reports.

    Requests to translate documents relating to policy or services of other government departments are also not provided for by DEECD. Schools should check with these departments to see if translations are available.

Procedures for requesting translations

    Please note that, unlike interpreter bookings, all translation requests must be approved by DEECD. To ensure equity of access for all schools, the following procedures have been established.

Format

    Schools should prepare versions for translation of existing English language documents, on

    A4 format, in running text, adhering to approved categories and word limits. Any costs incurred for special typesetting and layout requirements will be met by schools.

Emailing documents for translation

    Documents for translation should be prepared in MS Word. Schools should complete the Translation Request Form and attach it together with the electronic file of the material to be translated and email to schools@allgraduates.com.au and Cc Carmel Sandiford at DEECD

    on sandiford.carmel.m@edumail.vic.gov.au

     (double click to open)

Approval

    Where requests meet guidelines, there will be no further communication with the school. All Graduates will carry out the translation and return the translated file in PDF format.

Non approval of translation requests

    In cases where guidelines are not met, the principal or contact person will be notified by DEECD. In circumstances where schools wish to have materials translated outside the guidelines and are prepared to meet the associated costs, arrangements should be made directly with All Graduates, or another accredited agency.

Bookings

    At least ten business days are required between receipt of the request for the relevant translation and the provision of the service. However, in exceptional circumstances, and based on the urgency of the request, a shorter timeline may be approved subject to the availability of translators.

    Last updated: 06.02.09 (c) State of Victoria (DEECD), 2009

    www.education.vic.gov.au/management/schooloperations/interpret Department of Education Record keeping

     Keep a record of all translation assignments.

     Ensure all translation requests are authorised by the school’s nominated coordinator.

Cancellation

    Schools are required to notify All Graduates promptly in the case of a cancellation.

Contact details

    Please direct all queries concerning interpreting and translating services to: Carmel Sandiford

    Telephone: 9637 3800

    Facsimile: 9637 2040

    Email: sandiford.carmel.m@edumail.vic.gov.au

Last updated: 06.02.09 (c) State of Victoria (DEECD), 2009

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