1. Is there an interpretation and document translation guideline in our district?

Yes, in June 2021, the Jefferson County Board of Education (JCBE) adopted the policy 08.1348 “Certified Oral and Written Language Support.” The policy identifies the district’s obligations to provide certified interpreting (oral communication) and translation (written communication) services for JCPS international populations who prefer to communicate in their native languages. 

2. Where can district employees find the JCBE policy 08.1348 “Certified Oral and Written Language Support"?

To find the JCBE policy 08.1348 “Certified Oral and Written Language Support,” district employees can visit the KSBA website and select Chapter 8 "Curriculum and Instruction" and then select Policy 08.1348—Certified Oral and Written Language Support. 

3. What populations qualify to receive certified interpretation and translation services in JCPS?

JCPS students, parents/guardians, and employees who prefer to communicate in a language other than English, for school-/job-related matters, qualify to receive certified interpretation and translation services. 

4. How can JCPS international populations request certified interpretation and translation services?

JCPS parent or guardians can request certified interpretation and document translation services, for school-related matters, by calling, visiting, or sending a note to their child’s school.  

JCPS international employees who need to communicate with supervisor/district about job-related matters can request certified interpretation and document translation services via their immediate supervisor. 

5. Who can access certified interpretation and translation services for JCPS international populations?

Any JCPS administrator, instructional, or clerical employee who has applied for and received requester login credentials for the Translator Interpreter Engagement (T.I.E.) system

6. How long does it take to secure a certified interpreter?

To allow time for scheduling, we recommend district employees submit requests for in-person interpreters at least five workdays in advance of the event. For emergency interpretations, district employees should contact JCPS Language Services at (502) 485-7939. 

7. Can district employees use free online interpretation programs/apps to communicate with JCPS international populations?

Due to inaccuracy concerns, and to comply with Board policy 08.1348 “Certified Oral and Written Language Support,” we do not recommend the use of free online programs/apps for formal communications with JCPS international populations. We recommend district employees contact JCPS Language Services when absolute accuracy is necessary. 

8. How long does it take to translate a JCPS document?

For nonemergency document translations, district employees must submit requests at least ten workdays in advance of need. For emergency translations, district employees must contact JCPS Language Services at (502) 485-7939. 

9. Does JCPS Language Services facilitate translations for all written materials?

Each translation request is reviewed by JCPS Language Services to determine if the request meets district translation approval criteria and/or if the translation is feasible. JCPS Language Services typically approves translations of vital documents as defined by the originating department. We also approve translation of documents that allow families access to services and/or benefits. 

10. Can district employees use free online translation tools to save time and money?

Due to inaccuracy concerns and to comply with Board policy 08.1348 “Certified Oral and Written Language Support,” Language Services does not recommend the use of free online programs/apps for translations of JCPS legal documents, vital information, parent letters, forms, etc. We recommend district employees contact JCPS Language Services for the translation of the aforementioned communications. 

11. Do district employees need permission from JCPS Language Services to access On-Demand (Audio and Video Remote) Interpreting?

JCPS employees do not need prior permission to use On-Demand Interpretation. However, to save resources, we ask employees to make certain that they have all contact information handy and a script of what they want to convey to the student, parent/guardian, or employee before accessing the service. 

12. What information do district employees need to access On-Demand (Audio and Video Remote) Interpretation?

District employees may obtain On-Demand Interpreting access information by clicking the Over-the Phone Interpreting or the Video Remote Interpreting tile on the JCPS Language Services webpage. 

13. Can district employees share On-Demand (Audio and Video Remote) Interpretation access information with JCPS international populations?

District employees must not share On-Demand Interpretation access information with students, parents/guardians, employees, or any agency. This service has a cost; therefore, a JCPS employee or supervisor must always be in charge of accessing the service.  

14.Can district employees share On-Demand (Audio and Video Remote) Interpretation accessing information with another coworker?

District employees can share On-Demand Interpretation access information with any JCPS employee they deem necessary.