Language Access

Limited English Proficiency (LEP)
Individuals who are unable to communicate effectively in English either verbally or in writing, or both, because their primary language is not English, and they have not developed fluency in the English language. A person with limited English proficiency may have difficulty in one or more of four domains of language: speaking, listening, reading, and writing. Staff are urged to remember that limited English proficiency may be context-specific – e.g., a parent may have sufficient English language skills to understand, communicate, and exchange basic information with a teacher but they may not have sufficient skills to communicate detailed, specific information needed in a particular context, like an IEP meeting, a 504 meeting, or a student discipline hearing.

LEP Parent
A parent or guardian with limited proficiency in English, regardless of their child’s English fluency.

Primary Language
The primary language spoken by a student’s parent or guardian, or the predominant language spoken in the student’s home. Parents may have more than one primary language and/or dialect. 

Language Services
A broad spectrum of services used or required to facilitate communication and understanding between speakers of different languages, and typically includes interpretation and translation services. 

Interpretation
The process of first fully understanding, analyzing, and processing a spoken or signed message and then faithfully rendering it into another spoken or signed language.

Translation
The process of communicating the meaning of a written source-language text into an equivalent target-language text so that the content of both texts can be considered the same.

Identification of Families Needing Language Access Services
The process by which Edmonds School District (EDS) identifies LEP families is through the Home Language Survey which is part of the enrollment packet. 

OPI Services
Over the phone interpreting services or over the phone interpreter. This is an on-demand service currenlty provided by Language Link and available to all staff. 

VRI Services
Video remote interpreting services or video remote interpreter. This is an on-demand service curretnly provided by Language Link and available to all staff. 

The district offers the following language services at no cost:

• In-Person and Video Interpretation: Available in multiple languages.
• Phone Interpretation: Available in over 200 languages through Language Link.
• Document Translation: Vital documents will be translated upon request, subject to language population size and a few days’ notice.
• Technology-Assisted Translation: The Instant Language Assistant (ILA) is available at every school's main office for basic translation needs. Please note that machine translation has limitations and may not be accurate for all content. 
• Language Hotline: The district maintains voicemail lines in the top 8 languages (Spanish, Vietnamese, Arabic, Amharic, Korean, Russian, Ukrainian, and Portuguese) spoken by students and families. The voicemail lines are monitored daily.  ESD Language Hotline 425-431-1100
• Parent Square: Parent Square allows for two-way communication between teachers and parents/guardians in several languages. Parents/guardians can set their preferred language on the login page of Parent Square or the mobile app. 
• ListenKits for In-Person Simultaneous Interpretation: The district has equipment with receivers and transmitters, called ListenKits, for in-person simultaneous interpretation. These devices must be used for in-person events requiring simultaneous interpretation. Staff must reserve them if their building does not have one. For events longer than one hour, staff must request two simultaneous interpreters to align with industry standards.

Parents and guardians can access language services in the following ways:

• By Phone: If parents/guardians call their school and need an interpreter, they can ask for one. The staff will put them on hold and connect an interpreter over the phone.
• In Person: If parents/guardians come into a school building, they can point to their preferred language on the language poster found at the entrance of every school office or verbally request an interpreter. The school staff will connect an interpreter over the phone, via video, or use the ILA device found at every school main office.
• Document Translation: If parents/guardians need a document translated, they can request this service from their school.
• ParentSquare: Parents/guardians are encouraged to download the ParentSquare app on their mobile device and register to receive communication from the district and the school in their preferred language.
• Language Hotline: The district maintains a Language Hotline the top 8 languages (Spanish, Vietnamese, Arabic, Amharic, Korean, Russian, Ukrainian, and Portuguese)  where parents/guardians can call and leave a message in their language. The voicemail lines are monitored daily, and the district will route the message to the appropriate staff or school. If needed, a district staff will call the parent/guardian back with an interpreter over the phone. The Language Hotline number is 425-431-1100.

For questions about requesting an interpreter or a document translation, parents/guardians can contact the Language Access Coordinator at languageaccess@edmonds.wednet.edu.

Staff members can access the following language access services provided by the district:

• Sign Language Interpretation 
  Sign language interpretation services are available through district-contracted vendors and some in-house ASL interpreters both in-person and virtually (via video). For ASL requests, fill out the ASL Request Form and the DHH team will work on filling the request and send a confirmation email. 
   
• Interpretation 
  The district has contracted vendors for trained interpreters. We also have an internal pool of on-call qualified and trained interpreters. Staff can request an in-person or Zoom interpreter through our request system LinguistLink. If you need to set up your Linguist Link account please follow the prompts on the Language Access Page in the Staff Workspace.
  If an interpreter is not available through our request system, staff should access an on-demand over-the-phone (OPI) or video remote interpreter (VRI) through Language Link. Visit the Language Access StaffWorkspace to step by step instructions for these services. 
  Staff can also use the Instant Language Assistance (ILA) device found in your school’s main office for basic communication needs.
   
• Translation
  Staff can request a document translation through our request system Linguist Link. If you need to set up your LinguistLink account please follow the prompts on the Language Access Page in the Staff Workspace.

Essential information, notifications, and announcements will be provided in multiple languages through various channels:

• Language Posters: Language posters are displayed at every school’s main office. These posters allow visitors with Limited English Proficiency (LEP) to point to their language, ensuring they can be promptly directed to the appropriate language services.
• Websites: Information will be available on the district website in multiple languages.
• ParentSquare: The district will use ParentSquare to communicate with families in their preferred languages. All critical emergency information will be shared through ParentSquare and available in multiple languages. 

All Edmonds School District employees are essential in fostering a welcoming and inclusive environment for our diverse community. To ensure effective communication with all families, we are committed to providing comprehensive training and professional development in language access. This includes:

• Developing a mandatory training module on language access policies, procedures, and cultural competency.
• Establishing a professional development calendar with ongoing opportunities for staff to enhance their language access skills.
• Requiring all staff who interact with families to complete the training module and participate in ongoing professional development.

To maintain the highest quality of language services, the district will:

• Contract with vendors who can demonstrate that their translators and interpreters meet rigorous industry standards.
• Provide ongoing training and professional development for in-house translators and interpreters to enhance their skills and knowledge.
• Ensure our in-house pool of interpreters and translators go through a rigorous hiring process, including proficiency testing in reading, writing, listening, and speaking in both English and the non-English language. They will also complete training on ethics for interpreters, best practices, and receive resources to support them in their role as interpreters in education.

The Language Access Plan will be evaluated annually through:

• Family Surveys: Gather feedback on language services.
• Interpreter and Translator Surveys: Assess interpreter and translator performance.
• Staff Surveys: Collect staff input on language access services and needs.
• Communications Advisory Committee Meetings: Review plan implementation and effectiveness.
• Data Analysis: Analyze data to identify trends and areas for improvement.

All staff members have a role in supporting families with limited English proficiency, including but not limited to principals, assistant principals, teachers, office staff, counselors, family resource advocates, school nurses, bus drivers, district staff, and other personnel.

Elizabeth Puga, Language Access Coordinator 
languageaccess@edmonds.wednet.edu
425-431-7309

Please contact the Language Access Coordinator for additional information or to request language services.

If you have concerns about the school’s interpretation or translation services—or if you were not offered an interpreter or translation you needed—you have several options.

Talk with your principal or a school employee you are comfortable with. A discussion with your school principal is often the best first step to address your concerns. Explain what happened, and let the principal know what they can do to help resolve the problem.

Talk with your school district. You can also contact the Edmonds School District’s Civil Rights Compliance officer Rob Baumgartner at 425-431-7023 or baumgartnerr@edmonds.wednet.edu to share your concerns.

Ask for help resolving your concerns. You can also contact the agencies below for more information about your rights or for assistance to resolve your concerns.

• Equity and Civil Rights Office
  Office of Superintendent of Public Instruction
  360-725-6162 | k12.wa.us/equity
   
• Office of the Education Ombuds
  1-866-297-2597 | oeo.wa.gov