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Clearinghouse for Multilingual Documents_Session 18e.ppt


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Clearinghouse for Multilingual Documents_Session 18e.ppt

  1. 1. The Clearinghouse for Multilingual Documents English Learner Accountability Institute December 7, 2009
  2. 2. An Introduction to the Clearinghouse for Multilingual Documents (CMD) and its Translation Project Presented by Rod Atkinson Education Programs Consultant Specialized Media and Translations Unit
  3. 3. What is the CMD? <ul><li>The CMD is the California Department of Education’s online resource designed to help schools find useful translations of parental notification templates . </li></ul><ul><li>The service and the translations are available free of charge to CMD users! </li></ul>
  4. 4. Why a Need for Translated Parent Notices? <ul><li>For almost 30 years, California Education Code Section 48985 has stated that when a school’s enrollment has 15% or more students who speak a language other than English, all notices, records, reports, and statements sent to the parents of those students must be both in English and the primary language. </li></ul>
  5. 5. A Valuable Resource <ul><ul><li>The CPM monitoring of local implementation of Ed Code Section 48985 was added by the State Legislature in 2006-07. Though monitoring is temporarily suspended, the parental notification and translation requirements are in effect. </li></ul></ul><ul><ul><li>In a time of limited resources, the CMD can be a valuable source for schools, districts, county offices, and charter schools. </li></ul></ul>
  6. 6. CMD: Translations ELAU: Implementation Questions <ul><li>The CDE English Learner and Accountability Unit (ELAU) responds to policy and implementation questions: </li></ul><ul><li>Jeanette Ganahl, Manager </li></ul><ul><li>Mark Klinesteker, Education Programs Consultant </li></ul><ul><li>Unit number: 916-319-0938 </li></ul>
  7. 7. The Mission of the CMD <ul><li>To support schools’ efforts </li></ul><ul><li>in improving </li></ul><ul><li>school communication </li></ul><ul><li>with parents in the community. </li></ul>
  8. 8. Reality <ul><li>Schools need to communicate effectively with linguistically diverse parental communities. In many cases, translation (written) and interpretation (oral) are necessary to ensure good communication. </li></ul>
  9. 9. CDE Must Notify <ul><li>Section 48985 also requires the CDE to notify districts each year of the languages into which a district’s schools must translate parental notices. The CDE’s electronic notification occurs no later than August 1. The required languages are based upon the prior year’s Language Census. </li></ul>
  10. 10. Into What Languages Must a District’s Schools Translate? <ul><li>Let’s find out how an administrator can find the language data for the schools in his/her district into which parental notifications must be translated. We start with the Screen Shots Handout and proceed to DataQuest. </li></ul>
  11. 11. The CMD Translation Project <ul><li>What it is </li></ul><ul><li>How translated templates appear on </li></ul><ul><li>program pages of the CDE Web site </li></ul><ul><li>. </li></ul>
  12. 12. Parent Notification Templates <ul><li>California Department of Education divisions provide templates (source documents) for use by any/all districts in California. </li></ul><ul><li>Source documents from schools that the </li></ul><ul><li>CDE may modify as a statewide template and make available online. </li></ul>
  13. 13. CMD Translation Project <ul><li>The vast majority of translated templates are the products of the CMD Translation Project, an effort that began in 2006-07. </li></ul><ul><li>This project increases the range and number of translated documents. </li></ul>
  14. 14. Typical CMD Template Notices <ul><li>Statewide testing programs such as the High School Exit Exam and STAR </li></ul><ul><li>Language assessment results </li></ul><ul><li>Parental involvement policies </li></ul><ul><li>English Learner programs </li></ul><ul><li>Uniform Complaint Procedures </li></ul><ul><li>Health notices and forms </li></ul>
  15. 15. Why “Templates”? <ul><li>In the course of a year, schools send various notices, reports, and information to the parents of their students. These notices pertain to such areas as statewide testing, health, school accountability, parent involvement, and other topics. </li></ul>
  16. 16. Templates Can Be Modified <ul><li>In schools across the state, many of </li></ul><ul><li>these notices contain much similar </li></ul><ul><li>information. A “template” is generic </li></ul><ul><li>(not localized), and schools in </li></ul><ul><li>different parts of the state may </li></ul><ul><li>modify a template notice to suit local </li></ul><ul><li>needs and situations. </li></ul>
  17. 17. Avoid duplication of effort <ul><li>By making translations of template notifications available to schools through the CMD, duplication of effort can be reduced, as well as work loads and costs. </li></ul>
  18. 18. Greater Consistency <ul><li>The use of templates helps to ensure a greater consistency of information to parents across the state. </li></ul>
  19. 19. Quality Translations <ul><li>In the CMD translation project, only qualified translation service firms are accepted through a rigorous process. </li></ul><ul><ul><li>All translations are reviewed by an independent translator. </li></ul></ul><ul><ul><li>If differences cannot be resolved, translations undergo a third review. </li></ul></ul>
  20. 20. Building Capacity <ul><li>The CMD brings together translation providers and potential users. </li></ul><ul><ul><li>It provides information for each translation and helps users to make decisions. </li></ul></ul><ul><ul><li>The CMD helps to build local capacity by providing a resource for EL directors, communications officers, and others. </li></ul></ul>
  21. 21. What the CMD Does <ul><li>Supports school-to-parent communications and the meeting of state legal requirements </li></ul><ul><li>Provides translated parental notification templates, free of charge, that districts can modify for local use </li></ul><ul><li>Creates a community of users and provides periodic updates on new translations as they become available. </li></ul>
  22. 22. The CMD is not . . . <ul><li>A place for districts to post </li></ul><ul><li>local issue translations </li></ul><ul><li>A service for reviewing school-level translations </li></ul><ul><li>A mandate </li></ul>
  23. 23. CMD Statistics <ul><li>Currently: </li></ul><ul><li>More than 5,000 documents in as many as 29 languages are available through the CMD database to more than 1,000 registered users in 700 agencies in 53 counties. </li></ul><ul><li>Documents have been accessed more than 3,000 times. </li></ul>
  24. 24. The CMD Search Engine <ul><li>The CMD’s powerful search engine provides a variety of options to define and refine your search: </li></ul><ul><li> - Key words </li></ul><ul><li> - Topic </li></ul><ul><li>- Title </li></ul><ul><li>- Language </li></ul><ul><li>- The contributing agency </li></ul>
  25. 25. REMEMBER: <ul><li>The CMD is intended for any agency that has a County-District-School Code (or CDS code) </li></ul><ul><li>A CMD search engine is made available to other agencies and the general public for exploring documents currently available. </li></ul>
  26. 26. CMD Outreach <ul><li>Has a local school district or county office registered for the CMD? See the CMD promotional flyer distributed in this session. </li></ul><ul><li>District or COE staff may obtain access codes by e-mailing [email_address] </li></ul><ul><li>Does your local district have good translations it is willing to share? </li></ul><ul><li>Schools in a region can form translation consortia to divide work, leverage funds. </li></ul>
  27. 27. CMD Registration Information <ul><li>Determine if someone from the agency has already registered. </li></ul><ul><li>- This information is available on the </li></ul><ul><li> CMD site at: </li></ul><ul><li>- If not, contact the CMD by e-mail or </li></ul><ul><li> phone to request access codes: </li></ul><ul><li>916-445-6109 </li></ul><ul><li>[email_address] </li></ul>
  28. 28. New User Registration <ul><li>Go to the CMD home page at </li></ul><ul><li> </li></ul><ul><li>Click on the first link </li></ul><ul><li>Complete the required information, entering the agency access code in the text box where indicated. </li></ul>
  29. 29. About Registration <ul><li>Although any LEA can use the CMD public search engine, registration allows access to an internal search feature leading to all translated templates in the CMD database. </li></ul><ul><li>LEAs can put templates onto letterhead and add local contact information. </li></ul>
  30. 30. Registered User Advantage <ul><li>Registered users also gain access to ALL information about translations in the CMD database (contributor, contact information in the event of questions, for example). </li></ul>
  31. 31. Why an access code? <ul><li>By registering with an access code: </li></ul><ul><li>All contact information remains secure. </li></ul><ul><li>Any translation and information contributed by the agency cannot be altered by another user. </li></ul><ul><li>Registered users receive periodic updates about new translations. </li></ul><ul><li>Users gain access to an e-mail feature allowing them to contact other CMD users. </li></ul><ul><li>Users are able to easily update, delete, replace entries </li></ul>
  32. 32. CMD System Options <ul><li>Allow registered users to update, replace, or change their: </li></ul><ul><ul><li>Contact information </li></ul></ul><ul><ul><li>Passwords </li></ul></ul><ul><ul><li>User information </li></ul></ul>
  33. 33. CMD Partners <ul><li>LEAs , through contributions to the CMD and by accessing documents </li></ul><ul><li>CDE , through translation and posting of parental notification templates. </li></ul><ul><li>Legislature , through authorization and funding support </li></ul><ul><li>Advocates , through guidance, feedback, and political influence </li></ul>
  34. 34. Promoting the CMD <ul><li>Each year, the CDE promotes the CMD through </li></ul><ul><li>Workshops </li></ul><ul><li>Conferences </li></ul><ul><li>Mail and e-mail promotions </li></ul><ul><li>Newsletters such as the State Superintendent’s “Highlights” </li></ul>
  35. 35. Spread the Word <ul><li>You are welcome to share this information with your contacts, such as: </li></ul><ul><li>Local school districts </li></ul><ul><li>English Learner program directors </li></ul><ul><li>Communications officers </li></ul>
  36. 36. Future Goals <ul><li>Registration by every district in California </li></ul><ul><li>Comprehensive list of source documents available </li></ul><ul><li>Increased use of CMD templates as a resource </li></ul>
  37. 37. CMD Web Address <ul><li>The CMD home page is located at: </li></ul><ul><li> </li></ul><ul><li>It includes helpful information: </li></ul><ul><li>- Answers to Frequently Asked </li></ul><ul><li> Questions </li></ul><ul><li>- CMD Translations Currently </li></ul><ul><li>Available </li></ul>
  38. 38. E-mail the CMD <ul><li>[email_address] </li></ul>