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AS99 – Language Access Plan/Interpreting and Translation

  • Effective: 9/27/2023
  • Revision:
  • Reviewed:
  1. Board Directive
    It is the policy of the Jordan School District Board of Education to include all parents and guardians in the educational process of their students, no matter the language. Communication and assistance will be provided to engage families in the educational process as a partner in the education of their student(s). The Board authorizes the Administration to develop and administer a policy consistent with Utah Code 53G-7-22 to provide services for English language learner students. 
  2. Administrative Policy
    In order to provide support to families with engagement in the event of language barriers, the policy shall be administered in accordance with the following administrative policy provisions:

    1. Coordinating services for English language learner students within the District shall be the responsibility of Language and Culture Services.
    2. The Title III Director and Coordinator will review the policy annually and determine the need for implementation and training. Communication with applicable stakeholders will occur as needed following the review.
    3. Determination of Primary Language
      1. Parents or guardians will document the primary language spoken during student registration.
      2. If not English, the parent will be notified of rights for assistance to communicate with the school within 30 days of enrollment.
      3. Within thirty (30) days of a student’s enrollment or re-enrollment, the LEA will make the determination of whether the student and parent require language assistance to communicate effectively with the school.
    4. Language Access Plan
      1. Using the student’s registration information, including the documented primary language, the District and schools will provide parents or guardians information regarding free translation or interpretation services, including but not limited to:
        1. Contact information for translation and interpretation services
        2. Resources on the website for translation and interpretation services
        3. Interpretation services to parents and students who require such services to communicate with the LEA regarding critical information about their child’s education. Interpretation services can be provided at the site location, virtually, or by phone to meet parent needs.
      2. Educators will receive an annual review of this policy, including the available translation and interpretation services.
    5. The Title III Director or Coordinator will approve translators or Interpreters. The District’s approved provider should be used when needed.
      1. Students under the age of 18 may not be used.
      2. Family members over the age of 18 may be used at the parent’s request.
      3. Employees should ensure parents know there are District-provided translation services at no cost to the parent.
    6. Translation and interpretation shall be provided for, when appropriate and reasonable, but is not limited to:
      1. School activities
      2. Impromptu and scheduled office visits or phone calls
      3. Enrollment or registration processes
      4. IEP process
      5. Student educational and occupational planning processes
      6. Fee waiver processes
      7. Parent engagement activities
      8. Student disciplinary meetings
      9. School community councils
      10. School board meetings
      11. Other school or district activities
      12. Other interactions between the parents of a student learning English and educational staff
    7. Utilizing the District’s translation and interpretation services to translate enrollment, academic and behavioral documentation, when appropriate and reasonable, may include but is not limited to:
      1. Registration or enrollment materials, including primary language surveys and English learning program entrance and exit notifications
      2. Report cards or other progress reports
      3. Student discipline policies and procedures
      4. Grievance procedures and notices of rights and non-discrimination
      5. Parent or family handbooks
      6. Requests for parent permission
      7. Immunizations
      8. Any other guidance to improve instruction and assistance by teachers, counselors, and administrators to a student learning English and the student’s parent or guardian and family
    8. Translation of critical communication will include, but is not limited to:
      1. Use of contracted interpreting services for on-site/over-the-phone interpreter
      2. Work with schools to ensure critical communication is communicated with all parents
      3. Student-specific critical information will be provided in the covered language for the following, but not limited to, a student’s:
        1. Health
        2. Safety
        3. Legal or disciplinary matters
        4. Entitlement to public education or placement in any special education, English language learner, or non-standard academic program.
    9. Responding to Complaints
      1. When a complaint for violation of this policy is submitted to the school principal, Title III Coordinator, or Civil Rights Coordinator, responses will follow established grievance procedures.
      2. Documentation will include basic information:
        1. Complainant’s name and address
        2. The specific details and considerations of the complaint include but are not limited to the following:
          1. What rights were violated – who, what, when, where, how, and how much
          2. Witnesses (where relevant)
          3. School or District’s alleged discrimination in full detail
          4. Date of the alleged violation
          5. Action and preferred language
          6. Signature of the complainant
      3. Documentation of resolution should include specific actions, timelines, and follow-up that was taken to resolve the complaint and by whom.