Request Guidelines

Please review the below guidelines before submitting a request.

• All translation and/or interpretation requests must be submitted via the online Request for Translation and Interpretation Form. Requests will not be processed until this form is completed.
• Emergent requests should be handled as follows:
• Non-Spanish Interpretation: Use the instructions provided to the school’s main office and Emergent Bilingual Educators to contact Heartland Alliance Interpreting Services. If you need access to these instructions, please contact translation@district65.net.
• Spanish Interpretation or Translation: Please contact translation@district65.net or call 847-859-8066 or 847-859-8108.
• The Request for Translation and Interpretation Form should still be completed to ensure requests can be appropriately logged and for budget accounting.
• The Multilingual Services and Communications Team requires the following notice for requests:
• TRANSLATION - (5) business days notice for all Spanish written translation requests. For Spanish IEP Plans or IEP-related materials, please allow for (20) business days. For all non-Spanish written requests, please allow for approximately (1) business day per every 500-1,000 words.
• Requests may be fulfilled earlier than the provided time frame; however, please plan accordingly.
• Please send editable documents and avoid PDFs to the greatest extent possible.
• The return of translated materials will not include any formatting. This may include slide decks, flyers, etc. The translation provided will include text only. The requestor is responsible for updating any formatting and visual content for their documentation.
• INTERPRETATION- (10) business days notice for interpretation for meetings and/or events.
• Exceptions will be made for time sensitive issues that directly and immediately impact a student’s well-being, academic needs, or as required in their IEP or 504 plan.
• Please see the instructions above for emergent requests.
• A brief pre-planning call or virtual meeting may be scheduled in advance to coordinate logistics and to review content and purpose of the meeting. 
• For virtual meetings, the requestor is responsible for enabling interpretation services for the meeting and any technical set-up required. Enabling Zoom Interpretation Feature
• Receipt of request will be provided immediately. Requests will be confirmed with any necessary follow-up within two (2) business days.
• In times of heavy demand, requests for translation and interpretation for district or school-based documents or meetings will be prioritized in the processing of requests.
• Assigning of interpreters will be handled on a first-come, first served basis.
• Limited funding and resources are available for non-Spanish translation and interpretation. Efforts will be made to support other low-incidence languages while considering limited resources.
• Internal Requests: Prior to submitting requests for translation or interpretation services, please utilize existing resources within your school building such as administrative support. School administrators should not ask educators to translate school-based documents.
• External Requests: District 65 is committed to supporting parent/caregiver groups with increasing access to information and creating a more inclusive culture. With limited staff, priority will be given to district and school-based needs. Submitting a request does not guarantee support can be provided
• If the interpretation/translation request is no longer needed, please email translation@district65.net immediately so that resources can be reallocated. Pre-scheduled interpretation requests (in languages other than Spanish) must be cancelled with at least 24 hours notice or the District will be charged for the entirety of the session.

If you have questions related to translation and interpretation services, please email translation@district65.net. Please do not email work requests to this address.

For virtual meetings that include Spanish Interpretation, please ensure this feature is properly enabled on Zoom so that all viewers may be able to access the content.

Below are helpful instructions:

Enabling Zoom Interpretation Feature

All District 65 Schools with the Two-Way Immersion (TWI) or Emerging Bilingual (EB) programming should provide all school-wide communications in both English and Spanish. Classroom communications are based on the needs of the students and families it serves.

Best Practices for Written Translation

1. Avoid sending PDF documents for translation. Whenever possible, documents should be sent via Google Docs or Word.
2. Build out enough lead time! This includes receiving the completed translation but also to do any formatting necessary or prepare for distribution. District translators are not responsible for document formatting.

Best Practices for Live Meeting/Event Interpretation

In order to provide accurate sharing of information between individuals, please utilize the following tips:

1. Ensure availability for a pre-meeting with the interpreter assigned to review expectations, purpose of the meeting, and content. Consider providing talking points, a script, or any meeting materials ahead of time so that the interpreter can familiarize themselves with the content. This meeting will be scheduled by the District.
2. If the meeting is virtual and will be held in a group setting with both English and another language provided, please ensure that your meeting is set-up ahead of time and that interpretation services are enabled. Enabling Interpretation on Zoom.
3. If the meeting is in-person and will be held in a group setting with both English and another language provided, the interpreter will bring the proper equipment. The equipment will be properly sanitized in advance.

During the meeting or event:

1. Be concise and speak in short, moderately-paced  segments so the interpreter can communicate all the information for you accurately. This method reduces repetition, additional questions, and minimizes the need for additional conference time.
2. Please refrain from overly technical terms or jargon. If this is required, please review with the interpreter in the pre-meeting so that they can familiarize themselves with the terminology. If technical jargon is to be used, we ask that you provide this information before the meeting so the interpreter is familiar with the terminology.
3. Speak directly to your audience (eg, parent/caregiver), not the interpreter. Communicate directly with your audience as if the interpreter was not there. If the meeting/event is held in person, the interpreter should sit alongside the audience member.
4. Everything said by the presenter will be interpreted. Avoid interrupting the interpreter while interpretation is underway.
5. Avoid side bar conversations.