Translator Module Overview The new Translator Module for WebIEP offers a means for producing high quality IEP forms printed in Spanish. The module is specifically designed for a district translator to translate a completed IEP post- meeting. It is not designed for use at an IEP meeting. Our goal is to improve the productivity of a district’s translator.

The IEP has two fields that must be set to request translation. –On EV50 Page 1: The Native Language must be “Spanish”. –On EV50 Page 9 or EV50A: this question must be answered “Yes.” This field is grayed out when the Native Language is not Spanish. How to set the Spanish mode

Parent Consent This selection is the trigger for sending the completed IEP to the Translator’s work queue. This selection must be answered PRIOR to completing the IEP.

Once the IEP is completed, and filed to history, the status will be set to SPAN = Spanish Translate. Spanish Status

View a student record Print reports Regular IEP users can still…

Can still access Goal Progress and Additional Forms Cannot begin a new IEP Cannot make corrections Regular IEP users

Once a translator has started work on an IEP, their name will be displayed in the hover. The translator should be contacted if the IEP must be re-opened before the translation is completed. Translator

Spanish Translator User Log in as the Spanish translation user. A unique username is required to enter WebIEP as a translator.

Spanish Translator User (cont) Users that write IEPs AND do translation will require two passwords. Translators are assigned to District(s). Translators cannot edit or change any part of the existing (English) IEP.

Translator’s Work Queue A list of students with Completed IEPS that meet the translation criteria will appear: –Native Language set to Spanish –Parent requested translation set to True Once the translation is completed and filed to history, the student is no longer visible in the translation work queue.

Translator’s Work Queue (cont) Only IEPs still needing translation are listed.

Translator Notes Select the student to work with, and the screen for Translator Notes becomes available.

To suspend translation, the translator has the ability to set the status back to CMP. Once reset to CMP, a regular user is able to begin a new IEP or make an IEP correction, like normal. Suspend Translation

The student is no longer visible in the translation work queue. The “Parent requested translation” question must be re-answered before the English IEP is completed and filed to history. The student will once again be listed on the list of students needing translation. Suspend Translation (cont)

Program Functionality The functionality of the Spanish Module is similar to the English IEP side. –Student Searching capabilities –Screen layout is parallel to English IEP –Validations –Printing –Filing to History

Spanish Form 1

Spanish Screens The new screens have additional fields for free- form text entry that are labeled: “Spanish Translation.” The translators cannot change the original fields of English Text. Fields that are proper names, dates, pull down selections, and checkboxes do not require “translation.”

Modified Data Entry Screens The English fields are read only. Translator enters Spanish Translation here.

More Examples Spanish Translation fields are easy to see.

More Examples

Pull down selections are displayed in English… …and printed in Spanish. More Examples

Printing Spanish IEP Forms Printing the IEP forms would be done in the same manner as the current IEP. The translator would have a special menu for selecting only the Spanish forms as we can see in the next slide.

Translator’s Print Menu

Printing The data in the blue fields prints on the forms. If no translation is needed, copy the text from the white field to the blue field. If left blank, nothing will print for that field. Copy the data from the English text field and paste into Spanish text field

Validations Since translators only work on completed IEPs which have been validated, IEP validations are limited to text fields. Validations take the form of warnings and check for the completion of Spanish text when there is a corresponding English field completed.

All validations except for the Translator Name are warnings. Data will not print if it is not keyed into the blue text boxes. Validations

Filing Completed IEP to History After the translator has translated all the required text fields, the IEP would be filed to History using a similar process as the Regular IEPs. From the History screen, the completed Spanish IEP PDF would be available to all users like any other completed history.

History Spanish Translations are marked as such in the history.

Once the translation is completed and saved to History, the student is removed from the translator’s work queue. Student’s IEP status is changed to CMP. IEP Status

What is the process when forms change before an IEP is translated? –No input access to previous WebIEP versions –Offer blank set of dated forms –Use attachments for form differences –Will receive advance notice of form changes to allow completion of translations in progress –Since Validations are warnings, IEPS can still be filed to history Form Changes

What if the English user makes an IEP correction and does not file the IEP back to history? –Translation cannot resume until the IEP is completed and filed back to history. What if the IEP was not reset to Spanish correctly during the IEP? –The SPAN status can be reset by the SELPA office if the IEP is completed. Resuming Translation

What if the user needs to open a new IEP before the translation is completed? What if an English user makes changes to the text, but the original translation was never completed? Discussion Questions

Summary The goal is to improve the productivity of the district translators by having them concentrate solely on the fields that require translation Future enhancements could include integration with automated translation services on the web.