Health Translation Kit

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translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH

High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS - High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH



translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health

Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations

- HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-

QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH

. Introduction 3

. Common Translation Terminology 5

. Getting Started 7 a. Assessment 7 b. IdentificationofLocalLanguageNeeds 9

. Translation Step by Step 11 a. Choosing and Preparing Materials 11 b. Planning Your Timeline and Budget 14 c. DefiningYourTargetAudienceandChoosing

Appropriate Design, Format and Delivery 15 d. Choosing High Quality Translators or Translation Vendors 16 e. Communicating With Your Translators or

Translation Vendors 17 f. Independent,Third-PartyReview 19

. Distribution 21

. Resources 22 a. OnlineResources 22 b. TranslationRequestForm 23

Table of Contents

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AlmostoneinfivepeopleintheUnitedStates speaks a language other than Englishathome,andasignificantnumberoftheseresidentshavelimitedproficiencyinEnglish.QualitytranslationofEnglishmaterialsintodifferentlanguagesisessentialinordertoprovideequalaccessto culturally and linguistically appropriate healthinformation.

Translationsareahealthequityissue.Limited-Englishproficient(LEP)populationsareoftenunderserved,morevulnerableanddisproportionatelyimpactedbyeveryday diseases and duringemergencies.Inemergencies,populationswhocannotaccessEnglish-languagemediaandinformationfacesignificantbarriersandchallenges in accessing response and recovery services.

Nationallythereisrecognitionoftheimportanceoftranslations.Standard7ofthenationally-recognizedstandardsforculturallyandlinguisticallyappropriateservices(CLAS)states,“Health care organizations must make available easily understood patient-related materials and post signage in the languages of the commonly encountered groups and/or groups represented in the service area.”

Providingcommunitieswithtranslatedmaterialsisonetactic–andaveryimportantone–ofacomprehensivestrategytoeffectivelyreachallpopulations.Bi-lingualstaffandcommunityhealthworkers,interpreters,outreachthroughethnicmedia,andpartnershipswithcommunity-basedorganizationsarealladditionaltacticstoservepopulationswithlimitedproficiencyinEnglish.

Most health departMents do not have standards and guidelines for translations, whichcanhampertheeffortstodeveloptranslations ina timelymannerandofconsistent high-quality. Furthermore,translationcanbeoverwhelming,costlyandtimeconsumingwhentherearenosystems in place guiding the process. Worstofall,apoortranslationwillnotmeet the linguistic and informationneedsofthetargetcommunity.

Forthesereasons,PublicHealth-Seattle & King County Advanced Practice Center has put together this translation guide to help health departmentsdevelophigh-qualitytranslations that build on local best practices and lessons learned.

Whether your local health department is doing a small numberoftranslations or workingonasystemandpolicy,thisguide provides instructions on steps that need to be taken at all phases ofthetranslationprocess,especiallybeforestartingtotranslate.Asastarting point, health departments should do an internal assessment ofcurrenttranslationpracticesandassessthelinguisticneedsoftheirlocal communities. This guide provides informationonhowtocarryoutthesesteps,inadditiontoassuringqualitythroughoutthetranslationprocess–fromchoosingmaterialstotranslatetodistributing the materials.

1. IntroductionTranslation Guide Overview

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Localization:Theprocessofadaptingaproductforaspecificlanguageorculturesothatitseemsnaturaltothatparticularregion.Localizationconsiderslanguage,culture,customsandcharacteristicsofthetargetlocaleandinvolveschangestovocabularyusage, keyboard input method and layout, date, time, name, address and monetary formats.

Project Management (PM): Projectmanagement(PM)isthesystematicplanning,organizationandcontrollingofallocatedresourcesinordertomeetprojectcost,timeandperformanceobjectives.PMistypicallyaprocessofperformingfocused,non-repetitive,time-sensitive,project-specificactivities.

Source Language: Thelanguagefromwhichtranslationoccurs.Mostoftenthesourcelanguagewillbe English.

Translation:Translationistheconversionofwrittencommunicationsfromonelanguage(sourcelanguage)toanother(targetlanguage)inawrittenform.Anaccuratetranslationisonethatconveystheintentandessentialmeaningoftheoriginaltext.

Target Audience:Theaudiencetowhichthetranslateddocumentisintendedfor.

Target Language:Thelanguagetowhichtranslationoccurs.Forexample:IfyouaretranslatinganEnglish document into Vietnamese, your target language is Vietnamese.

Colloquialism: Anutterancebelongingtoordinary,everydayspeechcharacteristicofinformal,spokenlanguage.Colloquialismsareoftenshort-lived,fadsayings.Thesesayingsare noteasilytranslatedandshouldbeavoidedwheneverpossible.

Cultural Competency: Asetofbehaviors,attributesandpoliciesenablinganagency(orindividual)tofunctioneffectivelyandappropriatelyindiverseculturalinteractionsandsettings.Creatingculturallycompetentmaterialsrequiresrespectforindividualsandculturaldifferences,andtheuseofappropriatelanguage,messages,andimagesthatarerelevanttothespecificcommunity.

Desktop Publishing:TheprocessoftakingexistingEnglishelectronicfiles,inprogramssuchasAdobeInDesign,Photoshop,QuarkXpress,etc.,andreplacingtheEnglishtextwiththeforeignlanguagetextinsuchamannerthattheoriginallayoutismaintained.

Dialect: Avarietyofalanguageusedbypeoplefromaparticulargeographicarea.Forexample:MexicanSpanishvs.PuertoRicanSpanish.

Interpretation:Interpretationistheoralconversionofaspokenmessagefromonelanguagetoanother,preservingtheintentandmeaningoftheoriginalmessage.

Limited English Proficiency (LEP): ApersonwithlimitedEnglishproficiency(LEP)includespersonswithlimitedabilitytospeak,read,writeorfullyunderstandEnglish.

2. Common Translation Terminology

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ExternalExaminethefollowingguides:•Translation policy and manual,PublicHealth-Seattle&KingCounty: www.kingcounty.gov/health/translation

•Practicalsolutionsforeffectivetranslatedhealthinformation,RobertWoodJohnsonFoundation:www.rwjf.org/pr/product.jsp?id=39591

•Translation:Gettingitright,AmericanTranslatorsAssociation: www.atanet.org/docs/Getting_it_right.pdf

Itisimportanttocompleteaninternalandexternalassessmentofcurrenttranslation practices, systems and policies. The internal assessment helps local healthdepartmentsidentifyneedsandbarriers,aswellascapacityfortranslation.Theexternalassessmenthelpslocalhealthdepartmentsidentifybestpracticestofitlocal needs.

Thisassessmentshouldincludethefollowingelements:

Internal•Languages: What target languages are programs

currentlytranslatinginto?

•Typesofdocuments: Whattypesofdocumentsarebeingtranslated?

•Reasonsfordecidingtotranslate: Whyaredocumentstranslated?

•Barriersandchallenges: Whataresomeofthebarriersandchallengestodoingtranslations?Whatwouldhelpmaketranslationofdocumentseasier?

•Whoistranslating: Are translations being completed by internal bilingualstaff,professionaltranslatorsorinterpreters?

•Qualityassurance: Howareprogramscheckingthequalityofcompletedtranslations?

•Budget: Whatkindofbudgetdoprogramshavefortranslation?

•Accesstotranslateddocuments: Wherearecompletedtranslationsstored?Doall employees and the public have access to thesedocuments?

3. Getting Starteda. Assessment

Public Health - Seattle & King CountySAMPLE ASSESSMENT

To assist Public Health-Seattle& King County in the development ofitstranslationpolicy, a Translation Workgroup did an internal andexternalassessment.

Internal assessment: Theworkgroupdistributedasurveytoalargenumberofstaffmemberstogetabettersenseofthedepartment’scurrentpracticesandidentifyanybarrierstocreatinghigh-qualitytranslated materials.

External assessment: Theworkgroupcontactedmorethanadozenlocalandnationalhealthagenciesandorganizationstoassessbest practices and policies. Agencies contactedincluded:MiamiDadeHealthDepartment,NewYorkCityDepartmentofHealthandMentalHygiene,BostonHealth Department, Washington StateDepartmentofHealth,CookCounty Health Department, Santa Clara Health Department, Multnomah HealthDepartment,LosAngelesHealthDepartment,UniversityofWashingtonMedicalCenter,HarborviewMedicalCenter,SeattleChildren’sHospital,Group Health Cooperative, and the City ofSeattle.

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How to identify your primary languagesNowthatyouhavecollectedallyourlocallanguagedata,usethedatatoidentifythe primary languages spoken in your community. These primary languages are especiallyusefulwhendecidingthelanguagestotranslateinto.Duringemergencies,thislistoflanguageswillbeanessentialguidetoquicklytranslatingemergencyinformation.ThereisnoonedatasetthatwillgiveyouacompletepictureofyourLEPcommunities,andyoushouldconsiderdifferentdatasourcestogetthemostcompleteunderstandingofthesecommunities.SeePublicHealth–Seattle&KingCounty’sPrimaryLanguagesforanexampleofhowonelocalhealthjurisdictionidentifiedprimaryLEPlanguagesinitsarea.

Whenputtingthetimeandresourcesintocreatinghigh-qualitytranslateddocuments,itisimportantforhealthdepartmentstotranslateintothelanguagesappropriateforlocalcommunities.LanguageneedsoflimitedEnglishproficiency,orLEP,communitiesvaryfromonepartofthecountrytoanother,solocaldatahelpidentifylanguageneedsofaparticulararea.

Finding language data specific to your community

1. us Census Bureau data/american Community survey: The best data source foridentificationofLEPcommunitiesis,“Languagesspokenathomebyabilityto speak English.”

Limitations:Somelanguagesaregroupedbycontinentorregionoforigin.Tofindoutwhatlanguage(s)withinthesegroupingsarespokeninyourcommunity,youwillneedtolookatothersourcesofinformation.

2. health interpretation requests: You may have access to data on interpretationrequestsinyourcommunity.Youcanlookintoanumberofdifferentsourcesforthesedataincludingpublichealthclinics,communityclinics, WIC and hospitals.

Limitations:Thedataidentifiedbyinterpretationrequestsonlyincludethosepopulationsbeingserved,anditmaynotbereflectiveofyourentirelocallanguage needs.

3. district Court interpretation requests:Youcanrequestthesedatafromyourlocal district court.

Limitations:Thesedataonlyincludelanguageneedsofdefendantsrequestinginterpretationservicesinthedistrictcourt.Therefore,itmaynotbereflectiveofyourentirecommunity’slanguageneeds.

4. schools:Yourlocalschooldistrictsmaytrackthe“languagespokenathome”ofallenrolledstudents.Therearetwodatasetsyoumaybeabletorequestforyourlocalschooldistrict(s):thelanguagesofELL(Englishlanguagelearners)students,andthelanguagesspokenathomeofallenrolledstudents.

Limitations:TheELLlanguagedataarelimitedtoonlystudentscurrentlyenrolledinELLclasses.TheEnglishproficiencyofELLgraduatesvariesgreatly.TheymayormaynotbeproficientenoughtounderstandimportanthealthinformationinEnglish.ThestudentenrollmentdatamaybeincompleteandmaynotbereflectiveofallLEPcommunities,andthedatadonotreflectEnglishproficiency.

b. Identification of Local Language Needs

Public Health - Seattle & King CountyPRIMARY LANGUAGES

Primary languages are languages other than English spoken by the largestnumberofKingCountyresidents,basedupondatafromthe2006 American Community Survey, USCensusBureau.KingCountyWICinterpretationrequests(2005,2007),andPublicHealthClinicvisits(2006-2007).

Tier 1-Thefollowingarethetopsixlanguages spoken in King County. These languages appeared at the highestfrequencyinavailabledata—between5and315interpretationrequestsperdayfromWICorPublicHealth clinics, or more than 15,000 people in King County speak English “lessthanverywell.”Availabilityofclear,consistentdataallowstheselanguages to be ranked.1. Spanish (Latin American)2. Vietnamese3. Russian4. Somali5. Chinese (Traditional)6. Ukrainian

Tier 2-Thefollowingsixlanguagesareofmoderatefrequency,between1and4interpretationrequestsperday,or 2006 American Community Survey data estimates more than 8,000 people inKingCountyspeakEnglish“lessthanverywell.”Amharic, Punjabi, Arabic, Korean, Khmer, Tagalog

Tier 3-Thefollowingeightlanguagesareoflowfrequencybetween.9and.4interpretationrequestsperday(8-20permonth),or2006AmericanCommunity Survey estimates more than5,000peoplespeakEnglish“lessthanverywell.”Oromo, French (West Africa), Bosnian, Tigrigna, Portuguese (Brazil), Laotian, Farsi, Hmong

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• emergency: Isitanemergencysituation?Isthisacriticalmessagethatneedstobedisseminatedtotheentirecommunityortoaspecificlanguagegroup?

• literacy level: Is the target audience literate and do they typically receive messagesinwrittenformat?Insomecases,audiovisualmaterialsmaybepreferred.

•Consistency and longevity: Willthecontentbeconsistentoveralongperiodoftime?Messagesthatchangefrequentlymaybelesssuitedfortranslation,whencomparedtolonger-lastingmessages.

Translation policySome health departments may choose to create a translation policy to promote andassurethatcertainmaterialsgettranslated.SeePublicHealth–Seattle&KingCounty’ssampletranslationpolicybeloworgoto www.kingcounty.gov/health/translation.

This section guides you through the important steps in a translation project to createhigh-qualitymaterialsforyourLEPcommunities.

Choose the material(s) best suited for translation Thefollowingcriteriacanhelpyourlocalhealthdepartmentdecidewhetherornotamaterialisagoodcandidatefortranslations.Answering“yes”tothefollowingcriteria is a good indication that you should translate the material. • preparing for an emergency: Whatmaterials,suchassignageandfactsheets,canbepreparedbeforeanemergency?

• responding to an emergency:Isitanemergencysituation?Isthisacriticalmessagethatneedstobedisseminatedtotheentirecommunityortoaspecificlanguagegroup?

• Critical message: Do you have an important or critical message you need to delivertoallresidents?

• availability: Isatranslatedversionofthismaterialnotavailablefromotheroutlets?Checktoseeifotherlocalhealthdepartmentsalreadyhavethismaterialavailable in other languages.

4. Translation Step by Step

TRANSLATION PROCESS

a. Choosing & Preparing Materials

Public Health - Seattle & King CountyEXAMPLE TRANSLATION POLICY

1. A document must be translated into atargetlanguagewhenthetargetaudienceisaspecificcommunityorgroupwithlimitedEnglishproficiency.

2. A document must be translated into atleastSpanishwhen: •ItisHealthEducationMaterial.

and •Thetargetaudienceisresidents throughout King County. and •Itislessthan450words.

3. A document must be translated into alanguagewhen: •ItisHealthEducationMaterial.

and •Thetargetaudienceisresidents in a neighborhood or city. and •5%ormoreofthisneighborhood

orcity’spopulationspeaksthelanguage.(Seelanguagemapsattheendofthisguide)

and •Itislessthan450words.

PublicHealth–Seattle&KingCounty’sTranslationPolicyprovidesguidanceonwhichdocumentsmust be translated.

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Timeline The time needed to complete a translation variesdependingonhowmanywordsyouaretranslating,whoiscompletingyourtranslation,andwhetherornotyouneeddesktoppublishingservices.Youshouldcountonfourtosixdaysforateamtotranslate,editandproofreada300-worddocument.Allowfor

onetotwoadditionaldaysfordesktoppublishingandformatting,dependinguponthecomplexityoftheproject.Amoreaccuratetimelinecanbeprovidedbyyourtranslators.

In emergencies

For rush orders or emergency translation, translation companies can deliver most documents within 24 to 48 hours. This service is subject to rush order fees. Contact the translation vendor for more information.

BudgetWhen using a translation vendor, prices may vary depending on the vendor you choose.Belowaresometypicalcharges.

•Translationchargeisthewordcount(eitheroriginalEnglishwordcountortargetlanguagewordcount)multipliedbythechargeperword.

•Desktoppublishingcostsvarydependingonvendorandservicesrequested.

•Projectmanagementfeeswillrangefrom5%to10%oftotalcost(somevendorsdonotchargethisfee).

•Rushorderfees,ifthematerialmustbetranslatedin24to48hours.

•Qualityassuranceservicesfromasecondvendor,whichisusuallychargedperword.

Preparing your English material Toensureaccuracyandqualityinalltranslations,staffshouldthoroughlyreviewEnglishmaterialspriortotranslationinordertoassesswhetherinformationiswellwritten,clear,andaccurate.Ifappropriate,verifyaccuracyofinformationwithsubjectmatterexperts.ThefollowingcriteriacanhelpyouprepareyourEnglishmaterialfortranslation.

• language: Useclear,concise,simplelanguagethatiseasilytranslatable.Thinkaboutwhethertheconceptyouarepresentingexistsinothercultures.

•Cultural competency: Make sure your message is culturally competent. For example,therearecommunityspecificfoodpyramidsthatreflectthedietsofspecificethniccommunities.Usingexamplesofthesefamiliarandculturally-appropriatefoodswhenmessagingabouthealthyfoodchoiceswouldbeculturallycompetent.Ifyouareunsureifyourmaterialisculturallyappropriate,checkmessagingandimageswithcommunitymembersorstaffthatworkswiththatpopulation. Ifusingimagestorepresentofficialsignageduringanemergency,rememberthatnotallsymbolsareuniversallyrecognized.

•avoid idiomatic expressions or colloquialisms: Avoidexpressionsorsayingswhichdonothavethesamemeaninginotherlanguagesorcultures.Ifcertaintextisunavoidable,identifyanddefinethetextforyourtranslators.Workwithyourtranslatorstofindthebestpossibletranslationgivenyourcontextualmeaning.

•readability: TestyourEnglishmaterialforreadabilityinordertodetermineiftheEnglishmaterialiswrittenatalevelthatyouraudiencecanunderstand.Mostreadabilitytestsarebasedontwofactors:worddifficultyandsentencelength. ThemostcommonformulasaretheFleschReadingEase/Flesch-KincaidGradeScore,theSMOGtest,andtheFryReadabilityGraph.Manyofthesetestscanbefoundonline. Alltranslatedmaterialsshouldnotexceeda5thgradereadinglevel.Mostaudienceswillbeabletofullyunderstandthelanguageatthislevel.Keepinmindthatnoneofthereadabilityformulasmeasurewhetherornotthereaderunderstandstheintendedmeaning.Readabilityformulasaremosteffectivewhenusedincombinationwithdirecttestingofyourmaterialswithaudiences.

b. Planning Your Timeline & Budget





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•Foreaseofidentification,itisimportantthatalltranslateddocumentsincludeasmalltaglineintheheaderorfooterofyourmaterial(s).Forexample,youcanincludethenameofthedocumentinEnglish,thelanguage,andthedatetranslated.

QualificationsLocalhealthdepartmentscanuseinternalstafforgotoanoutsidecompanytodotranslations,butregardlessofwhethertranslationsaredonein-houseorexternally,alltranslatorsshouldhavethefollowingqualifications:

•Abilitytoprovidelocalizedtranslations.

•Benativespeaker(s)oftargetlanguage(s).

•BecertifiedbytheAmericanTranslatorsAssociationandhaveaminimumoffiveyearsexperienceintranslations.Somestatesmayalsohavetheirowntranslationcertification.

•Healthtranslationspecializationand/orpriorworkexperienceinhealthfieldwithknowledgeofhealthterminology.

Quality assurance reviewAteamofatleasttwocertifiedtranslatorsshouldcompletealltranslations.Thefirsttranslatorwillcompletetheinitialtranslation,andthesecondwillproofread.Anydiscrepanciesshouldbeworkedoutbetweenthetwotranslatorsbeforethefinalmaterialiscompleted.

Itishighlyrecommendedthatthisqualityassuranceprocessisbuilt-intoalltranslations.Mostqualitytranslationvendorswillhaveabuilt-inqualityassuranceprocessthatengagesatleasttwonative-speaking,certifiedtranslators(thetranslatorandtheproofreader).

In emergencies

For emergency purposes, health departments should contract with both local translation vendors and vendors that are out of the local area. In case of a local disaster or emergency it is important that you have a translation vendor that is outside of your area and therefore not affected by a local event. Vendors outside of the area will likely be in a better position to perform rush translations on emergency information.

Target audienceDescribedesiredtargetaudienceasnarrowlyandclearlyaspossible.Identifyprimaryaudiences(peopletowhommessagesaretargeted)andsecondaryaudiences(gatekeepersandothersinthecommunitywithastakeinyourproject).

Key points to think about when defining your target audience: • language: Evenwithinlanguagestherearedifferentdialects.Itisimportanttobeasspecificaspossiblewhendescribingthedialectofyourtargetaudience(e.g.,MexicanSpanish).

•literacy level in target language: Asageneralruleyoushouldaimforafifthgradereadinglevel.ItisimportanttowriteyourEnglishversionintheappropriatereadinglevelforyourtargetaudiencebeforehavingittranslated.Awell-trainedtranslatorcanassessthereadingleveloftheoriginaltextandtranslateaccordingly.

•other information that could shape messaging includes cultural issues and demographicinformation,suchasageandhealthstatus.

Depending on your target audience and the message you are trying to deliver, you may need to go back to the original English document and make changes to thecontentorliteracylevel.Similarly,ifyouaretranslatingoneEnglishmaterialintoseverallanguages,youmayhavetocreateseveralEnglishversionsforeachlanguagedependingontheneedsofeachcommunity.

Design, format, & deliveryWhatformatsandmedia(e.g.,brochure,poster,radiospot,busboard,cabtop)arethebestwaystodeliveryourmessage?Trytothinkcreativelyaboutthis.Thefollowingelementswillhelpyoutodesignmaterial(s)thatmeetstheneedsofyourtarget audience.

•Designyourmaterialsoitisappropriateforyourtargetaudience.Makesureyourdesignisculturallycompetent.Useimagesthatreflectthecommunity,andwhenpossibleuseamediumthatincludespictorialmessagingsincetheliteracylevelofLEPgroupscanvarygreatly.

•Makesureyouleaveroomfortextexpansion.Manytargetlanguagescanexpandyourtextspacebyupto30%.

d. Choosing High-Quality Translators or Translation Vendors

c. Defining Your Target Audience & Choosing Appropriate Design, Format & Delivery





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Communicationwithyourtranslatorsandtranslationvendoriskeytoassuringaqualitytranslation.Aprojectmanagerwillbeyourpointofcontactwhenworkingwithavendor.It is very important that your project manager fullyunderstandsyourtranslationprojectsothatheorshecanfindappropriatetranslatorsandotherpersonnel(suchasdesktop

publishingstaff)tomeetyourproject’srequirements.Projectmanagersarealsothepointofcontactforthetranslatorsandwillbetheonespassingonpertinentinformation.

Project managers or your team of translators need to know the following: • target language: Howmanylanguagesareyoutranslatingthismaterialinto?Areyourequestinganyspecificdialects?

•target audience: Doyouhaveotherinformationaboutyourtargetaudiencethatmayaffectthetranslation?(e.g.,literacylevel,age)

•translator requirements: Doesthecontentofyourprojectrequireahighlyspecializedorverylocalizedtranslator?

• design: Howareyouplanningonusingyourtranslation?Willitbespokenorinwrittenform?(e.g.,Isthismaterialforahotlinescript,newspaperadvertisement,brochure,orfactsheet?)Thetypeofmaterialmayaffectyourtranslator’swordchoiceanduseofvocabulary.

e. Communicating with Your Translators or Translation Vendors





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•desktop publishing services: Are you developing an advertisement, brochure or othermaterialthatissavedinafiletypeotherthanthosesupportedbyMicrosoftOfficesoftware?Youmayneeddesktoppublishingservicesfromyourtranslationvendor.Ifyouareworkingwithavendor,youwillneedthisinformationbeforethey begin the translation so they can give you an appropriate estimate and coordinateappropriatestaffforyourproject.Ifpossible,trytousestandardsoftwareinyourmaterialdevelopment. note: There is an additional fee charged by vendors for desktop publishing services.

•file format: Dependingonyourtargetlanguage,youmayneedtorequestyourfilesinPDFformat.Forexample,mostcomputersarenotequippedwithVietnamesefonts;althoughyoucanopenthedocumentinWord,thefontyouseemaybeincorrect.IfyoureceivethisasaPDFfile,thefontwillstayintactandisreadablebyanyonewithAdobeAcrobatReader.

•technical terms, idiomatic expressions or colloquialisms: Avoid idiomatic expressionsandcolloquialismsifatallpossible.However,ifyouhavespecifictechnicaltermsorexpressionsthatyouareunabletoavoidyoushoulddefinethesetermsandgivedirectiontoyourtranslatorortranslationvendoronhowyouwouldlikethemtotranslatetheseterms.

•rush services: Ifyouneedyourmaterial(s)tobetranslatedwithin24to48hours,youneedrushservices.Theseservicesaresubjecttoadditionalfees,ifcompletedbyatranslationvendor.Ifthereisanemergencyordisasteryouwillmostlikelyberequestingrushservices. In emergencies

If you are using rush services for emergency translation, it is important to know that rush services are often not subject to the quality review process,inwhichtwocertifiedtranslatorscompletethetranslation.This is due to time constraints. Contact your vendor for more information and ways to try to include a review process.

f. Independent, Third-party Review

Translation request form Health departments should create a TranslationRequestFormforalltranslations.Youcanseeanexampleofatranslationrequestformintheresourcessectionofthisguideonpage23.Thisformshouldincludeallinformationnotedbeforeandanyadditionalinformationthatmaybepertinenttoyourowndepartment.Itshouldbeturnedintothetranslationvendororyourtranslator(s)toassuretheyhavealltheinformationtheyneedtosuccesfullycomplete your project.

Maintain contact with translators Youshouldmaintaincontactwithtranslatorsduringthetranslationprocess.Keepingopenlinesofcommunicationhelpstoensurebetterqualitytranslationsandfasterturn-aroundtimes.

Abestpracticeintranslationsistohaveanindependent,third-partyqualityassurancereview.

•Ifyouhadyourtranslationcompletedbyatranslationvendor,thisisanadditionallayerofreviewsinceyourvendorsshouldalreadyprovideareviewerforalltranslations.

•Ifyouchosetohaveyourmaterialtranslatedbyyourownstaffcertifiedintranslation,thisisanadditionallayerofreviewbeyondthesecondcertifiedtranslatorwhoalreadyreviewedthetranslation.

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Therearethreewaysyoumaychoosetohavethisreviewcompleted.

1. translation vendor.Youmaychooseanothervendortocompletethequalityassurancereview.Thisischargedatadifferentratethanbasictranslation.Askyourtranslationvendorformoredetails.

2. Certified translator.Youmayhaveyourmaterial(s)reviewedbyinternalstaffwhoarenativespeakersandknowledgeableofthetargetlanguageandlocalcommunity.

3. target audience.Anotheroptionistohaveyourmaterialreviewedbysomeonefromyourtargetaudience.Ifyouhaverelationshipsestablishedwithlocalcommunity-basedorganizationsthatserveyourtargetpopulation,youcanaskthemtoreviewyourtranslatedmaterialsforculturalrelevancyandqualityassurance.Pleasebecourteoustothefactthatmanystaffatcommunitybasedorganizationsareverybusyandmaynotbeabletoreviewyourmaterialsinatimelymanner.Itisrecommendedthatthesecommunity-basedpartnersreceivecompensationforthisservice.

Bemindfulthat–foratranslator–translationisseenasbothanartandascience.Notwotranslatorswilltranslateadocumentinthesameway.Anyfeedbacktoyour translators and vendors should be about issues concerning accuracy, cultural competency,readability,orunderstandingforthetargetaudience.Theremaybemorethanonewaytocorrectlyandeffectivelyconveyamessage.

Public Health – Seattle King Countywww.kingcounty.gov/healthservices/health/languages.aspxPublicHealth-Seattle&KingCountyofferstranslatedmaterialsinmultiplelanguagesavailablefordownload.

Consumer Health Information in Many Languages Resourcesnnlm.gov/outreach/consumer/multi.htmlTheNationalLibraryofMedicine’slistofwebsitesofferinghealthinformationinmultiple languages.

The Cross Cultural Health Programwww.xculture.org/Cross Cultural Health Program provides cultural competency and training materials, links to national programs, andaresourcelibrary.The“VoicesoftheCommunities”profilesdeepenthediscussionbyprovidinginformationfromaspecificcommunity.Thisprogramdevelopedtheseprofilestoprovideaforumforunderservedcommunitiestointeractwiththehealthcarecommunity.Theprofileswerewrittenbyorinconsultationwithmembersoftheprofiledcommunity. www.xculture.org/Publications.php

CulturedMedculturedmed.binghamton.edu/index.php /homeHealth materials in languages other than English.

EthnoMedethnomed.org/Informationaboutculturalbeliefs,medical issues and other related issues pertinenttothehealthcareofrecentimmigrantstotheUnitedStates.Patienteducation resources are available in several languages.

Health Information Translationshealthinfotranslations.com/index.phpOffersalargecollectionofpatienteducation materials on several topics and in many languages.

Healthy Roads Mediawww.healthyroadsmedia.orgHealthyRoadsMediaprovidesarangeofhealthtopicstranslatedinto17languagesandinanumberofformats.







QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH 6. Resources

a. Online Resources

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5. DistributionEthnic mediaIsyourtargetaudienceaspecificethnicgroup?Ifso,areethnicmediaanappropriatestrategyforyourmessaging?Checkwithlocalethnicmediatoseewhatformatsofmaterialstheyareabletoaccept.(e.g.,InDesign,Word,Publisher).Rememberthatcostsforadvertisingvarysignificantlyfromonemediagrouptoanother.ForsomeLEPgroups,ethnicmediaareexcellentforreachingtargetaudiences. It is important to research the local and most appropriate ethnic media outlets. Make sure you include ethnic media outreach during emergencies as anothereffectivewaytoreachLEPpopulations.

Community partnersIfyouhaveestablishedrelationshipswithcommunitypartnerswhoserveyourtargetaudience,theyareanexcellentresourcetohelpyoudistributeyourmaterials.Askyourcommunitypartnerswhatformatisbestforthem.Forexample,dotheywantyourmaterial(s)inelectronicfilesorhardcopies?Foreffectiveoutreachitiscriticaltoestablishrelationshipswithcommunitypartnersbeforeanemergency.Youcanalsosetupanetworktodisseminatetranslatedinformation.

WebAreyoupostingtranslatedmaterialstoyourlocalhealthdepartment’swebsite?Ifso,remembertopostyourmaterialsinPDFformattoassurereadabilitybyallusers.Also,ifpossible,labelyourmaterialinbothEnglishandinthelanguageofthetargetaudience.YourmaterialmaybeaccessedbyEnglishspeakerswhowanttoprovidethematerialtotheirclientsoritmaybeaccessedbyLEPcommunitymemberswhoneedthetitleintheirownlanguagetounderstandit.

6. Desktop Publishing Services: Check specific format you would like your translation delivered in. c Same as English Version c PDF c InDesign c Publisher c Word c PowerPoint c Other

7. Technical terms/idiomatic expressions or colloquialisms: Word/phrase: MRSA Definition:MRSAreferstotypesofstaphinfectionsthatareresistanttoan

antibiotic called methicillin and related antibiotics.

Notes:Spanishdocument:Translateboththefullnameandtheacronym,include English acronym in parenthesis. Chinese/Vietnamese:Translateonlyfullname,donot translate acronym, include English acronym in parenthesis.

8. Rush Service Needed? NoDate Needed:

9. Additional information: PleaseuseSpanishPublicHealthlogoforSpanishdocument.UseEnglishlogoforVietnameseandChinesedocuments.Bothlogos are attached.

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SAMPLE TRANSLATIoN REQuEST FoRM

Name: Jane Doe Job Title: Program Manager

Email: [email protected] Phone:555-0000

1. Document Title:MRSAFactSheet Billing info: Project 6538

2. Target language(s) c Spanish(LatinAmerican) c Vietnamese c Russian c Somali c Chinese(Traditional) c Ukrainian c Amharic c Punjabi c Arabic c Korean c Other(s):

3. Who is your target audience?

ResidentsofKingCounty,WashingtonState,lowliteracy(5thgradereadinglevel)foralllanguages.

4. Do you have specific requirements for your translator? Do you need a localized translation?

TranslatorfromKingCounty/WashingtonStatewithhealthtranslationexperienceorpreferablybackgroundincommunicabledisease.

5. Design: How will your program use the translation? c Hotline Script c NewspaperAdvertisement c Flyer c RadioAdvertisement c Educational Brochure c Fact Sheet c Web Content c Other

b. Translation Request Form











QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH TRANSLATIONS -High-Quality Health Translations - HIGH-QUALITY HEALTH TRANSLATIONS - high-quality health translations - HIGH-QUALITY HEALTH Acknowledgments

Developed by Public Health – Seattle & King County Advanced Practice Center.

FundingprovidedbyCooperativeAgreementNumberU50/CCU302718AwardNumber1H75TP000309-01fromtheCentersforDiseaseControlandPrevention(CDC)tothe

NationalAssociationofCounty&CityHealthOfficials(NACCHO).Itscontentsaresolelytheresponsibilityoftheauthorsanddonotnecessarilyrepresenttheofficialviewsof

CDCorNACCHO.

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Health Translation Kit

Documents

Transcript of Health Translation Kit