How to Access Translation Services:
Forms and Letters:
Heath Forms
Translated Templates
OLA provides free translation services for general communications created by NYCPS staff.
Office of Language Services
Individual Document Translation Request Form
Submitting Translation Requests to OLA Best Practices:
1. Plan Ahead:
Translation services are available on a first-come, first-served basis. To avoid delays, please submit your requests as early as possible.
2. Prepare Finalized Communications:
Ensure communications are final and ready for distribution, including:
- School logos
- Official headers or letterheads
- Formatting and layout
Important: Do not include images with embedded text. Embedded text cannot be translated and will delay processing. We do not modify or reformat files after submission.
3. Submit in Editable Formats, such as:
• Microsoft Word (.docx)
• PowerPoint (.pptx)
• Excel (.xlsx)
Submitting non-editable formats (e.g., PDFs, scans) will require recreation, resulting in longer turnaround times.
*Automated Translation Tools
Automated translation tools can support the engagement with parents who prefer to communicate in a language other than English. While these tools should not replace human translation services, they may be acceptable when real-time translation is needed and no human translation service is immediately available.
Resources
*Include a disclaimer letting families know the translation was generated using an automated translation tool:
- Example disclaimer: Machine translation was used to produce this communication. Please contact [Staff Name or Role] if you need help understanding this message.