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4 Top Technology Solutions for Language Access in Educational Organizations

Posted on February 5, 2025 - 6:22 am by

With rising immigration in the United States, schools and other educational organizations face a growing need for language access programs that make a difference in their communities We’re looking at increasing demand for interpretation services in more languages, longer service hours, and expanded translation resources to support and engage people with emerging English skills. 

Traditional methods of providing language access, such as manual scheduling or relying solely on in-person interpreters, can no longer keep up with the growing demand. Organizations must adopt modern technology to enable real-time communication (video interpretation or instant translation tools), track language access efforts, and simplify management tasks like scheduling, tracking, and reporting. 

Examples of Technologies That Facilitate Language Access  

Here’s a look at some of the most impactful technologies driving language access today. 

Video Conferencing Technology for Interpretation Services 

Video remote interpretation (VRI) connects users with professional interpreters through video conferencing platforms like Zoom, Zoom for Government, Microsoft Teams, or Webex. This technology offers several advantages, including immediate access to language professionals, support for multiple languages, and cost savings compared to on-site services. 

For example, a university might use it during an orientation session to help international students understand critical registration procedures. Similarly, elementary and secondary schools can rely on VRI to assist parents who speak different languages during parent-teacher conferences or individualized education program (IEP) meetings. 

However, sensitive conversations, such as counseling sessions or disciplinary meetings, often require the personal touch and nuanced understanding of nonverbal cues only in-person interpreters can provide. Additionally, disruptions in areas with unreliable internet connections can compromise VRI’s effectiveness, making it less reliable in critical educational moments. 

Machine Translation (MT) 

Machine translation (MT) has been around since the 1970s, starting as a basic tool to assist professional translators. Today, advancements in neural machine translation (NMT) have made these tools more accurate and reliable. Platforms like DeepL, Google Translate, and Microsoft Translator offer fast and scalable solutions, while tools like ChatGPT introduce conversational AI capabilities for real-time translation support. 

MT is ideal for translating large volumes of non-critical content, such as newsletters, training materials, or general announcements. Machine translation can also help when you must disseminate vital information in several languages during emergencies, saving time when speed is critical. 

While MT has come a long way, it still has its limitations. Errors, biases, and the occasional “hallucinations” in translations present significant challenges. Human review remains essential to ensure accuracy and reliability, especially for sensitive or nuanced content like legal contracts, academic transcripts, curriculum materials, or parent communications, where cultural understanding and precision are critical. 

Project Management Tools for Language Access Planning 

As workloads grow, so does the complexity of the administrative tasks required to keep everything on track. 

Automating even a portion of the workflows that bring your language access plan to life simplifies operations. In addition to general project management tools like ClickUp or Asana, industry-specific job portals like our own LinguistLink offer tailored solutions for developing and managing a language access plan. 

These platforms provide a centralized hub for booking interpreters, tracking deadlines, and ensuring compliance with legal and industry standards, streamlining the entire process for organizations. With such administrative burdens out of the way, teams can focus solely on delivering meaningful access to language services rather than juggling logistics. 

The tools also offer other smart data tracking beyond day-to-day scheduling and coordination. You get detailed insights into program performance to track the effectiveness of your language access plan as demand for language services changes. This data makes it easier to measure success, pinpoint areas for improvement, and refine your strategies for greater impact. 

Lastly centralized access to this information simplifies critical procedures like securing funding and proving compliance with regulatory and industry standards. This way the administrative side of language access becomes even more efficient and transparent — from preparing detailed reports for stakeholders to demonstrating adherence to the Civil Rights Act. 

Speech Recognition and Automatic Subtitling Tools 

Tools like Vmaker, Zubtitle, or FlexClip can instantly transcribe and subtitle spoken language, making content more accessible to non-native speakers and individuals with hearing impairments. Many platforms offer free versions with basic features, making it easier than ever for organizations to integrate this technology and expand their language access efforts. 

For example, a school could record a virtual assembly or student performance and add subtitles to ensure that all families can enjoy and understand the event regardless of their language or hearing ability. These tools can also be valuable for creating accessible video tutorials or training materials for teachers and staff. 

That said, speech recognition isn’t perfect. Strong accents, technical terminology, or classroom noise can introduce errors in the transcription. Sometimes, a human touch is still needed to review and fine-tune the content for critical uses, such as student progress reports or disciplinary hearings. 

How Mindlink’s Technology Enables Meaningful Access Programs 

Mindlink’s innovative technologies, FamiliesLink and LinguistLink, address the unique challenges of supporting multilingual communities. With these tools, we simplify compliance tracking, enhance engagement, and help secure funding while reducing administrative burdens. 

LinguistLink: Easy Language Access Services 

LinguistLink is an online portal that simplifies managing language access requests. It allows organizations to: 

  • Schedule translation and interpretation jobs. 
  • Connect with professional linguists. 
  • Monitor project progress. 
  • Manage payments—all from one central location. 
  • Track engagement. 
  • Demonstrate compliance with federal agency regulations and guidelines for language access. 

FamiliesLink: The Language Access Dashboard for Public Schools 

FamiliesLink includes an intuitive, user-friendly dashboard that allows schools to generate all reporting data related to Title I and Title III funding at a glance: 

  • Monitor and track family engagements, program participation, and supported languages. 
  • Identify families needing extra support and follow up with in-language phone calls. 
  • Send, receive, and translate surveys to gather program feedback and understand family needs. 
  • Integrate seamlessly with LinguistLink and Skyward for data aggregation and reporting. 
  • Demonstrate language access efforts and ensure alignment with federal requirements. 
  • Export data to Excel for custom analysis and detailed reporting. 

Strengthen Your Language Access Program with MindLink 

A language access plan without the right technology can only go so far. On the other hand, keeping up with tech progress helps you achieve your language access goals, meet the needs of the communities you serve, and stay compliant with state and federal laws. 

Investing in new tools might seem to take resources away from the community, but it’s actually the opposite. The right language access technology helps you use those resources more effectively. With better tools, you can provide access in multiple languages, minimize delays, simplify workflows, and ensure reliable professional services. 

Simply put, you get to make a bigger impact with what you have. You eliminate logistical headaches so your team can focus on connecting with the people who rely on your services and making your language access program as impactful as possible. 

Contact us today to learn more about our innovative tools and how they can help you scale your efforts and meet your community’s language needs. 

How to Support Immigrant Communities: A Practical Guide for Healthcare and Government Organizations

Posted on December 20, 2024 - 12:47 pm by

Moving to a new country poses many challenges for immigrants, from getting used to American customs to figuring out how to get basic needs met to understanding how to navigate our social support systems and services. English proficiency varies, and even those with strong language skills may need help with complex terminology in healthcare, legal, or financial settings. On top of this, interactions with government agencies and medical facilities can be particularly stressful and emotionally charged, adding pressure to already difficult situations. 

Supporting immigrants with limited English proficiency (LEP) starts with recognizing their everyday challenges and responding with empathy and support in specific ways. Before we discuss how to help immigrant communities, let’s look at why it’s essential and how it benefits everyone involved. 

Understanding Immigration in the US 

In the past two years, the US foreign-born population has grown at a record pace, reaching 51.6 million by March 2024. And the American labor market continues to attract immigrants, so the number will continue to grow.  

This immigration directly impacts organizations and communities nationwide. Immigrants work in every industry and vertical, from construction to hospitality to tech, and immigrants use services in the medical, educational, legal, banking, and non-profit sectors.  

It’s certain that you already support this community at some level: it’s not just the right thing to do, but a legal requirement.  

Federal and state laws mandate that essential services in healthcare, financial services, and public education be accessible to non-English speakers and marginalized communities. Title VI of the Civil Rights Act and Section 1557 of the Affordable Care Act are just two laws requiring language assistance, interpretation services, and culturally competent care. 

Beyond legal obligations, adapting your services to meet their needs can expand your customer base, strengthen community ties, and improve trust for your organization. 

The good news is that supporting immigrant communities starts with small, thoughtful actions that build trust and show genuine care. The most practical ways to make a difference are to provide language support across multiple communication channels, promote cultural awareness, and simplify interactions for all parties involved. Here are seven key ways your healthcare organization can start supporting immigrant communities.  

   1. Offer Language Support

First and foremost, the immigrant community needs help with communication—which starts with offering assistance in their preferred language. 

Here’s how to make your services more accessible:  

  • Translate key materials, like service descriptions, instructions, and legal notices, into the primary languages spoken in your community. Clear, well-translated materials empower non-native English speakers to make informed decisions confidently. 
  • Provide real-time interpreting services to bridge language gaps in critical conversations. In-person interpreters are ideal for detailed or sensitive discussions, such as legal consultations or medical appointments. OPI or VRI can be flexible options for remote clients or when in-person support isn’t possible. 
  • Keep language simple. Avoid legalese or technical jargon when possible. 
  • Provide accessible communication channels, such as a multilingual website with a language selection menu on the homepage. For those who prefer written communication, use chat or SMS services. 

When you offer language support, work with professional translators. Automated tools like AI are fast and can be appealing, but mistranslations likely cause more confusion than actual help and worse, the errors and omissions that are common can cause harm.  

   2. Create a Language Access Plan 

A language access plan is a strategic roadmap for ensuring that individuals with limited English proficiency can access essential services and information. It defines how an organization will provide language services, including translation and interpretation, to address community needs effectively. This way, organizations can structure their efforts in a consistent, measurable way, ensuring that language support is delivered where it’s needed most. 

A language access plan enables you to:   

  • Assess community needs — Identify key touchpoints where language services are essential.  
  • Define service scope, resources, and costs — Establish a clear framework for delivering language support. 
  • Train staff — Teach employees about inclusivity, civil rights compliance, and accessibility best practices.  

This proactive approach ensures that everyone receives the necessary support regardless of language, leading to better outcomes for all parties involved. 

Click here for our ebook that guides you through it step-by-step: A Straightforward Guide to Language Access Planning 

   3. Develop and Promote Cultural Sensitivity 

Cultural awareness goes beyond speaking the same language to understanding and respecting people’s beliefs, values, customs, and preferences. Cultural differences can surface in areas like what you do or do not talk about in public, personal space, family roles, attitudes towards mental health, and decision-making processes.  

Having this specific knowledge about cultural norms enables empathy and understanding, and using this knowledge to adjust how your team interacts can make a big difference. For example, in many cultures, mental health is seen as a personal or family issue rather than a medical one. The same is true for topics like birth control, fertility treatments, and end-of-life care. A doctor or counselor would approach these topics differently knowing this.  

It’s also important to understand and acknowledge that many immigrants come from conflict zones and political instability. Think of a government worker helping a refugee family apply for housing. They have trauma on top of the disruption of simply trying to adjust to life in a new country, so they might hesitate to share personal information, fearing government surveillance based on past experiences in their home country. Explaining privacy protections in clear, reassuring terms can ease their concerns and build trust. 

   4. Train Your Staff  

Staff needs be trained in the specifics of supporting your immigrant community members. Focus staff training on these key areas: 

  • Cultural sensitivity — Help staff understand that customs and social norms differ for every major immigrant community so they can empathize with and understand the people your organization serves.  
  • Language access procedures — Your employees should know how to request language services, use the organization’s language access plan effectively, and locate translated materials.  
  • Non-biased interactions — Train employees not to make assumptions about the people they help. Everyone has unique experiences, and treating each interaction with respect and an open mind helps build trust and understanding. 
  • Phone interactions — Since visual cues aren’t available, phone conversations can be challenging for individuals with limited English skills. Staff should speak slowly and clearly, avoid slang, and pause often to check for understanding. Summarizing key points before ending the call ensures clarity while offering callbacks gives clients time to gather information and return with questions. Multilingual phone trees also make navigating phone systems easier. 

   5. Hire Bilingual Staff 

If the majority of immigrants your office supports are primarily from one culture, then hiring bilingual staff can be invaluable for communicating, building trust with them, and improving their use of your services. Having team members who speak commonly used languages in your area can make customers feel more at home when they visit or contact you. 

A bilingual staff member can:  

  • Step quickly in high-pressure situations to interpret and/or communicate critical information accurately, potentially preventing serious misunderstandings.  
  • Help navigate cultural nuances and reduce misunderstandings in one-to-one interactions.  
  • Assist in training other team members on cultural norms and best practices for working with diverse populations. 
  • Support outreach efforts by participating in community events and helping the organization build trust with multilingual communities. 

However, bilingual staff must most often take on dual roles, performing their primary job duties and also serving as interpreters when needed. Not every employee will be comfortable balancing these responsibilities and expecting them to do so without proper training and support can lead to burnout and job dissatisfaction. 

Consider offering additional compensation or professional development for language-related responsibilities. When possible, supplement bilingual staff with professional interpretation services to ensure no one feels overburdened. 

   6. Simplify Processes 

There are several ways that communications can be simplified so that they are easy to understand for people with varying levels of English proficiency:  

  • Develop clear, easy-to-understand instructions and materials. Visual aids like infographics, diagrams, or multilingual videos can simplify complex steps, making processes easier for an audience with varying literacy levels, whether it’s translated or not.   
  • Offer personalized, step-by-step help for critical tasks like applying for benefits, filling out forms, or understanding legal obligations. Financial and legal processes can be especially overwhelming for individuals unfamiliar with how things work in a new country.  
  • Consider assigning dedicated staff or volunteers trained to guide clients through each step.  
  • Make sure clients know who to contact when they have questions and how to reach out in their preferred language—whether through a phone hotline, email, or in-person service.  

   7. Engage a Language Services Partner (LSP) 

Sometimes, relying on a bilingual staff member or a well-meaning volunteer just isn’t enough, especially when conversations become tricky or sensitive. That’s where professional interpreters and translators can make a world of difference. Professionals know how to handle delicate topics, keep information confidential, and navigate emotionally charged situations with empathy and precision. Also, without someone in-house dedicated to your language access program, you will need help developing and executing a plan.  

At MindLink, we specialize in supporting schools, governments, medical clinics, and non-profits with language access programs that include translation and interpretation services. 

Our teams of experts can help you develop comprehensive language access strategies, including conducting needs assessments, performing quality audits, and preparing language access plans tailored to your community.  

Additionally, our job portal, LinguistLink, simplifies managing assignments and logistics, giving you better visibility, control, and insight into how well your language services work. 

Lastly, we understand how challenging it can be to manage and track data for language access programs, in any sector. That’s why we created FamiliesLink—a user-friendly dashboard designed to simplify the process. 

Making a Difference with Empathetic Language Services 

Providing meaningful language access doesn’t have to be complicated. With the right tools and support, your organization can meet the needs of non-native English speakers. Over time, this empathetic approach will help your organization build trust, create lasting community connections, and improve the outcomes of your LEP community members. 

Contact us today to learn more and take the first step toward creating an inclusive, community-first environment where everyone can thrive. 

Metrics to track within language access programs

Posted on December 2, 2024 - 5:29 am by

What are the best things to measure to know if your  language access program is a success? Let’s start with the goal: for organizations serving diverse communities like schools and healthcare organizations, success is about achieving compliance, improving outcomes, and building trust.  

Tracking the right metrics is how effective programs turn these goals into reality. By measuring what matters, you can identify unmet needs, demonstrate your program’s impact, and strengthen your ability to support the individuals and families who rely on you.  

In this post, we’ll explore the key metrics that drive successful language access programs—and how they help create lasting change. 

Measuring language access program effectiveness in education 

Schools are not just places to learn—they’re hubs that connect families and communities with a range of vital services. And for families who speak a language other than English, language access programs are a necessity to help them get the support they need to help their learners thrive. That’s why language access is vital to fostering trust, improving equity, and supporting student success.  

Tracking the right metrics helps schools understand how well they’re meeting families’ needs and where they can improve, as well as helping them prove compliance with regulations that require language support. Here are some key metrics to track:  

Foundational metrics 

The following metrics provide a clear picture of a school’s language diversity, service usage, and family engagement. These are the building blocks for building strong, inclusive language access programs: 

  • Number of families requiring language support: This metric helps schools determine how many families need interpretation or translation to access communications and resources. 
  • Languages requested: Tracking the languages spoken in the community allows resources to be directed where they’re needed most. 
  • Number of engagements: Measuring how often interpreters, translated documents, or other language services are used highlights how accessible your programs really are. 
  • Family feedback: Surveys can help schools gather input on program effectiveness and identify areas for improvement. 

Metrics related to Title I and Title III 

Both Title I and Title III provide critical funding to support schools working with English learner (EL) and limited English proficiency (LEP) students. Title I focuses on creating equitable opportunities for disadvantaged students, including those facing language barriers, while Title III is designed to enhance language acquisition and academic achievement for English learners.  

Together, these programs call for a commitment to improving outcomes for students and fostering meaningful family involvement. Tracking the right metrics helps schools fulfill program requirements, demonstrate accountability, and better serve their communities. 

To meet Title I and Title III goals, schools can focus on: 

  • Academic performance: Track grades, test scores, and graduation rates for English learners to evaluate the impact of language support programs. 
  • Family engagement: Measure participation in parent-teacher conferences, workshops, and other school events to see how language services help families stay actively involved. 
  • Follow-up engagements: Monitor how often follow-ups occur with families identified as needing additional support, making sure no one is left behind. 
  • Translated communications: Confirm that progress reports, emergency notifications, and other key documents are available in families’ preferred languages. 

By focusing on these metrics, schools can prove compliance, strengthen family connections, create inclusive educational opportunities, and show the impact of their programs with data that drives improvement. 

Measuring language access program effectiveness in healthcare 

Quality healthcare depends on clear understanding between patients and providers. Language access programs help patients who don’t speak English or who have limited English proficiency  to understand their care, make informed decisions, and feel supported throughout their health journey.  

By tracking the right language access metrics, healthcare organizations can better serve their communities, improve outcomes, and meet legal obligations under regulations like Section 1557 of the Affordable Care Act and Title VI of the Civil Rights Act.  

Key metrics to track 

Metrics for language access plans in healthcare focus on addressing patient needs, evaluating the use of language services, and improving outcomes: 

  • Patient demographics: Track how many patients require language services and the most commonly spoken languages. 
  • Interpreter utilization: Monitor how often interpretation services—whether in-person, phone, or video—are used to support clear communication between patients and care teams. 
  • Document translation: Record how many critical documents, such as consent forms or discharge instructions, are translated to make vital information accessible. 
  • Response time for services: Measure how quickly interpreters are available after a request. Timely access to support shows patients they’re valued and helps prevent delays in care. 
  • Patient feedback: Use surveys to ask if patients feel they understand their care and whether their language needs were fully met. 
  • Care outcomes: Look at follow-up visits, treatment adherence, and improvements in health literacy for patients who use language services to assess overall impact. 

By focusing on these metrics, healthcare organizations can create a system where every patient feels safe and is fully informed about their care, and where compliance with language access regulations happens effortlessly.  

Measuring language access effectiveness in other industries 

Schools and healthcare aren’t the only sectors that need effective language access programs. Government services, non-profit organizations, and legal organizations also rely on language support to provide equitable access, improve outcomes, and build trust with the communities they serve. In these sectors, success can be tracked in much the same way:  

  • Customer demographics: Including the number of individuals requiring language support and the languages most frequently requested. 
  • Service utilization: How often interpreters, translators, or bilingual staff are requested during key interactions, and how often they are provided.   
  •  Customer feedback on whether language services met their needs and where improvements are needed. 
  • Requests for additional support: Track follow-up inquiries or unmet needs to identify gaps in service.  
  • Service outcomes: Measure results like completed applications, resolved cases, or community engagement improvements. 

Common challenges in data tracking for language access programs 

Tracking data for language access programs is not without its challenges. Without the right systems in place, organizations may struggle to capture and use the data that drives meaningful change.  

Some common obstacles include: 

  • Inconsistent data collection: Different departments or teams may approach data tracking in different ways, leaving gaps or duplication that complicate the big picture. 
  • Limited bandwidth: When staff is stretched or no one is assigned this task keeping up with tracking can feel like a heavy lift. 
  • Linking metrics to outcomes: It’s not always easy to connect data to real-world results, like stronger family engagement or better patient outcomes. 
  • Fragmented systems: Data often lives in separate places, making it hard to get a full understanding of how language services are being used. 
  • Meeting compliance needs: Staying on top of legal requirements adds pressure to already busy teams. 

Recognizing and addressing these challenges helps organizations build programs that are not only effective but also truly supportive of the individuals and families they serve.  

Tips for more effective language access tracking:  

  1. Designate one person to own data collection and reporting. 
  1. For each goal, establish the 1-2 metrics you need to track. Tracking too much can be a problem.  
  1. Centralize your data in one system or database, which can just be one spreadsheet if you are a small organization.  
  1. If it’s all overwhelming, reach out to your service provider for help.  

Simplify your language access data with FamiliesLink 

We understand how challenging it can be to manage and track data for language access programs, in any sector. That’s why we created FamiliesLink—a user-friendly dashboard designed to simplify the process. 

FamiliesLink acts as a single hub for all your language access program data, helping you: 

  • Track key metrics: FamiliesLink monitors family engagements, program participation, and the languages supported in your organization. 
  • Simplify compliance reporting: With built-in tools for tracking the data you need to prove compliance, FamiliesLink makes it easier to meet reporting requirements. 
  • Get customer feedback more effectively: The platform manages surveys in multiple languages, gathering feedback to help you identify your community member’s needs and follow up with meaningful support. 
  • Integrate with ease: FamiliesLink connects with tools like Skyward and LinguistLink, making it simple to pull data about language service utilization into one cohesive system. 
  • Export and analyze data: Export your data into Excel for customized analysis and reporting that fits your organization’s unique goals. 

FamiliesLink takes the guesswork out of data tracking, helping you uncover insights, highlight successes, and improve your programs for the communities you serve.  

Ready to learn how FamiliesLink can support your organization? Request a demo today and take the first step toward simplifying your language access efforts. 

Strengthen Your Language Access Plan with Smarter Data Tracking

Posted on October 28, 2024 - 11:32 am by

How do you connect with families when they don’t speak the same language as your staff? 

For schools and community organizations, language barriers create real obstacles to engagement. Yet when families are more engaged, the benefits are clear: stronger relationships, higher trust, and better outcomes for the entire community. 

Language access programs remove these communication barriers with translation, interpretation, and other communication support—so that every family can stay informed and get the most out of the services available to them.  

But how can you provide language access efficiently, making the most of your organization’s resources while making sure that nobody is left behind? You need two things:  

  • a roadmap for providing these services and  
  • a way to measure their impact and improve it over time. 

This article will show you how to strengthen your language access plan through data tracking—so you can measure impact, make improvements, and build stronger connections with multilingual families. 

What a language access plan is (and why you need one) 

A language access plan helps organizations provide meaningful access to services for families who need communication support in languages other than English. It outlines how your team will offer translation, interpretation, and other resources so every family can stay informed, ask questions, and participate. 

An effective language access plan includes the following elements:  

  • A needs assessment to identify the languages spoken in your community and the specific services or programs where families need language support. This helps you focus resources where they are needed most. 
  • The types of language services your organization will provide, such as document translation, in-person interpretation, or multilingual phone support, along with procedures for requesting these services. 
  • Staff training and communication: Make sure staff members know how to connect families with language services and understand the importance of equitable communication. Provide clear internal processes for handling language requests. 
  • Community outreach and awareness: How will you  inform families about the language services you have available? This can involve flyers, emails, or in-language phone calls to make sure they know how to access support when they need it. 
  • Data tracking and reporting: Monitor how often language services are used, which languages are requested, and how engaged families are. This data ensures your plan is working and helps you make data-driven decisions to adjust strategies.

Why tracking your language access efforts matters  

Your language access plan needs to offer the right services, to the right people, at the right time. If even one piece falls short, the entire plan can struggle to meet its full potential. 

But how do you evaluate performance? And how do you know where to adjust for better results? That’s where data comes in. 

Data helps you see what’s working, identify gaps, and adjust your strategies to meet families’ needs more effectively. When you track usage and engagement, you can offer timely support, strengthen connections, and build trust within your community. Clear data also makes it easier to advocate for resources and demonstrate impact so every family gets the access they deserve. 

Let’s look at what data should you track and how you can use that data to strengthen your program. 

Five metrics to strengthen engagement and inclusion 

Here are some key metrics to focus on: 

  1. Number of engagements compared to the number of requests

How many translation or interpretation requests come in each month? How many result in engagements?  This data shows the demand for language access and where your coverage might be lacking.  

  1. Common languages requested

A surge in requests for certain languages might indicate shifting demographics in your community. For example, maybe Spanish has historically been the dominant language in your school system, but now more and more families are requesting help in Arabic. By spotting trends early, you can prioritize your resources to create an inclusive environment for everyone, perhaps by hiring more interpreters or adjusting your outreach efforts accordingly.  

  1. Family or client participation

Tracking participation in events, meetings, or consultations—especially across different languages—gives you insight into whether language barriers are being effectively addressed. Are certain groups participating less? Maybe they don’t know services are available or how to request them, and they need more in-language outreach and support.   

For example, if participation data reveals that few Arabic-speaking families are attending events, even though many have requested translation support, your team can reach out with in-language phone calls or materials to see why and adjust your program accordingly.  

  1. Program feedback

Written or verbal surveys are an excellent way to gather feedback. Are families or clients satisfied with the support they received? If not, what unmet needs should you address?  

  1. Outcomes tied to your specific service 

The best way to measure the effectiveness of a language access plan is through improved outcomes related to your service—whether that’s higher student achievement, increased access to information and services, better compliance with treatment plans, more complete intake forms, a higher number of satisfied customers, or fewer issues and complaints.  

Tracking data effectively with FamiliesLink  

There’s no way to effectively track all this data manually, and the right tools can make all the difference.  

Here at MindLink we’ve built a tool that can help schools, clinics, and legal organizations track their language access efforts, and then use that data to show compliance and improve their programs.  FamiliesLink is a language access dashboard designed to help you spend less time on admin tasks and more time supporting your community with services. You can:  

  • Access all your data in one platform. 
  • Automate compliance reporting and remove the admin burden. 
  • Integrate easily with existing tools and systems, like LinguistLink and Skyward,  for better efficiency. Make smarter decisions by identifying high-demand languages and reallocating resources.

When you use FamiliesLink, you can focus on what matters—creating a more inclusive and effective language access program. 

Data-driven engagement starts here 

Ready to take your language access efforts to the next level? Mindlink offers everything you need to create an impactful language access plan—from professional translation and interpretation services to FamiliesLink, a powerful tool for tracking engagement and compliance.  

With the right data in hand, you can make informed decisions, secure funding, and ensure every family gets the support they need. Let us help you turn insights into action—because when families are connected, the entire community thrives.  

Six Back-to-School Language Access Tips to Help LEP Students and Families

Posted on September 25, 2024 - 10:27 am by

How can your school or district keep students safe, informed, and engaged if their families can’t understand key messages? You can’t—and that’s why language access is so important. Now that the school year is back in full swing, communication early and often is critical to better outcomes.  

Approximately five million students in the United States have limited English proficiency (LEP). For these students and their families, the language barrier can impact everything from academic progress to understanding health and safety updates.  

It’s a challenge for schools to keep every family informed while managing costs and resources, but with the right language access strategies, these challenges are manageable. 

Here are six tips to help you create an inclusive environment where all students can thrive.  

     1. Have a clear language access plan in place

A strong language access plan is the foundation for effective communication with LEP families. Without a clear strategy, families may slip through the cracks. A well-developed plan: 

  • Provides access to interpreters and translation services when needed 
  • Equips staff with knowledge of how to use these resources effectively 
  • Makes sure your program complies with legal requirements, such as Title VI of the Civil Rights Act 
  • Addresses the diverse language needs of the community 
  • Identifies key communication touchpoints like report cards, parent-teacher conferences, and emergency notifications 

This proactive, organized approach saves time, money, and stress, while making sure every family feels informed and included. Before the school year gets underway, review or develop your language access plan to confirm it is meeting the needs of all students and families. 

     2. Train new teachers and administrators and plan ongoing training for all staff

Effective language access requires that every staff member—from first-year teachers to admin assistants to seasoned professionals—knows how to overcome communication barriers with LEP families. Before the start of each school year, train staff on available language resources and how to use them.  

Your language access training should include these key areas: 

  • When and how to request an interpreter 
  • How to request and work with translated materials like report cards, forms, and notices 
  • Recognizing cultural differences that may affect communication 
  • Legal obligations, including compliance with Title VI of the Civil Rights Act 
  • How to handle key touchpoints such as parent-teacher conferences, disciplinary meetings, and emergencies 

But it doesn’t stop there. Ongoing training for all staff is equally important. As language needs evolve, legislation changes, and new technologies or services become available, staff should be equipped to adapt. Regular training sessions help everyone stay current with language access solutions. 

     3. Provide translated welcome materials for parents and families

The start of the school year is a crucial time to set the tone for communication with LEP families. One of the most effective ways to do this is by providing translated welcome materials. These resources should not only introduce families to the school but also inform them about the language access services available. 

Examples of key materials to translate include: 

  • Welcome letters from the principal outlining the school’s goals and how parents can get involved 
  • School calendars with important dates like back-to-school nights, parent-teacher conferences, and holidays 
  • Emergency contact forms and instructions for updating contact information 
  • Information on language services, such as how to request an interpreter for meetings or how to access translated documents 
  • Student handbooks covering policies on attendance, behavior, and academic expectations 

These documents guide families through the school system and build a stronger connection to their child’s education. Schools can also improve the welcome experience by organizing orientation sessions for LEP families, with interpreters and translated materials available. 

     4. Seek new and engaging outreach strategies

Engaging LEP families often requires thinking outside the box. Beyond traditional methods, there are many ways to connect with families and provide the support they need. Here are a few ideas to consider: 

  • Create a multilingual communication hub on your school’s website for translated announcements, documents, and video tutorials. 
  • Partner with local community organizations to provide services like ESL classes or healthcare resources. Consider offering space at the school for them to host events. 
  • Ask families for input on potential partnerships and services they’d find most helpful. 

These strategies not only make communication easier but also help build lasting trust and stronger connections with LEP families, showing them that your school is truly invested in their success. 

     5. Create mechanisms to gather feedback from families

To truly assess the effectiveness of your language access strategy, gathering feedback from LEP families is key. You can do this through: 

  • Multilingual surveys after key events like parent-teacher conferences 
  • Feedback forms following interactions involving interpreters or translated materials 
  • Informal check-ins at school events to gauge family experiences 

     6. Set up methods for tracking interactions and measuring success

Tracking your school’s interactions with LEP families is critical for maintaining effective communication, staying compliant with laws like Title VI, and securing important funding, such as Title I and Title III. Implementing a system to monitor these interactions helps schools identify service gaps, improve outreach, and demonstrate compliance with funding requirements. 

An effective tracking system should: 

  • Record key engagements such as parent-teacher conferences, IEP meetings, discipline meetings, and emergency communications. 
  • Log language services used, including which language was requested, whether an interpreter was provided, and how successful the interaction was in meeting the family’s needs. 
  • Document follow-ups to confirm that concerns or questions raised by parents are addressed promptly. 
  • Monitor engagement levels, comparing how often LEP families participate in school activities, meetings, and events versus English-speaking families. 

By keeping accurate records, schools can stay ahead of reporting obligations and improve communication with LEP families. 

It’s impossible to track all of this data manually in an efficient manner. That’s why we created a tool called FamiliesLink, which allows schools to track communications, language access utilization, and family survey information all in one easy-to-use dashboard that integrates with tools like LinguistLink and Skyward.  

By combining direct feedback from families with data on engagement and service usage, schools can fine-tune their language access strategy. Regular reviews of this information allow you to adjust your approach and demonstrate that you value the input and participation of LEP families, ultimately strengthening school-community relationships. 

Ready to Strengthen Your School’s Language Access? 

Communicating clearly and consistently with LEP families helps schools foster trust and support student success, ultimately creating a more inclusive and successful environment for everyone. 

If your school needs assistance with implementing language access strategies, MindLink can help! We provide expert support with language access plans, professional interpretation, and translation through LinguistLink, as well as easy data tracking with FamiliesLink.

Let’s talk about how we can give you the tools LEP families need to thrive!  

How a Language Access Coordinator Can Increase Program Effectiveness

Posted on September 9, 2024 - 6:10 am by

Is your organization managing its language access program effectively, or is it struggling with scattered responsibilities? If the duties of overseeing language access are divided among several multilingual staff members, you risk overwhelming your team and under-managing the program. Ultimately, your organization may fall short of meeting the community’s needs. 

You’ll need a dedicated resource to spearhead the program to make sure the language access plan is complete and compliant with state and federal regulations. This role is critical—this person serves as the go-to expert for language access questions, drives smooth coordination of services, tracks success metrics, and is responsible for compliance. 

Let’s explore the significance of this role and how it’s a critical part of your language access program success.  

Why you need a language access coordinator 

Having a dedicated language access coordinator is a strategic move. This role will significantly improve efficiency, compliance, and your institution’s impact on the community. Here are some transformative benefits to consider: 

  • Compliance: A dedicated coordinator helps the institution align with the federal government’s commitment to ensuring equitable access to services for non-native speakers of English. They stay up-to-date on all legal requirements, update language access policies, and take action to implement change so that your organization remains compliant and avoids costly penalties.   
  • Centralized knowledge: The coordinator will be the single source of truth and guidance and the go-to expert for all the needs related to language assistance. This centralization simplifies communication and decision-making and eliminates confusion. 
  • Tracking: A coordinator will maintain a clear, organized record of all requests and results. Nothing falls through the cracks, so you improve response times and gain valuable data to help refine and optimize your language access strategies. 
  • Advocacy: The language access expert becomes responsible for educating staff about the importance of language access, raising awareness, and promoting best practices. As they advocate for the needs of limited-English-proficient community members, you build a more inclusive and responsive organization. 

Most important, this person’s work will facilitate your success in providing meaningful access to language services that improve outcomes for your community. With a dedicated coordinator at the helm, you are more likely to reach this goal that is at the foundation of all language access initiatives. You can be confident that your program is genuinely effective, offering better service, increased satisfaction, increased community trust, and better outcomes. 

Job duties: How a language coordinator implements the language access plan 

The responsibilities of a language access coordinator can be grouped into three primary categories: program management, service coordination, and education. 

1. Program management: 
  • Keep the language access plan aligned with program l goals and make sure it meets the community’s needs. 
  • Regularly evaluate the program’s effectiveness and adjust it to improve outcomes. 
2. Service coordination: 
  • Keep an updated list of qualified translation and interpretation services professionals to secure quick and reliable language support. 
  • Manage incoming requests and provide accurate and prompt responses. 
  • Organize logistics for specific tasks, such as arranging meeting spaces and coordinating audio equipment. 
3. Advocacy and education: 
  • Serve as the primary point of contact for any questions about the language access program. 
  • Promote the importance of language services and advocate for initiatives that improve accessibility for people with limited English proficiency. 
  • Educate employees on how to best provide language assistance services that will help your employees feel confident in their abilities to help LEP community members. 

Job requirements and qualifications for language access coordinators 

Language access is a unique space, and the best coordinators not only understand the rules and regulations but also have strong project management skills. They should also have a heart for non-native speaking populations and the multicultural experience in the US.  

To qualify who might be good for this role, you will want to look for a blend of education, experience, and skills for managing your language access program. 

Education and experience 

A degree in Education, Linguistics, Communication, or a related area provides the theoretical knowledge to understand language access issues and strategies. Ideally, candidates should also have experience managing language service providers (whether contractors or agencies). 

Fluency in one or more of the community’s primary languages can be a significant asset. It allows the coordinator to communicate directly with limited English-proficient members of your community and better understand their needs. 

Soft skills 

Effective communication skills are essential for overcoming language barriers and ensuring that Limited English Proficient (LEP) individuals have meaningful access to programs and services. This includes not only communicating information clearly but also listening and responding empathetically to the needs of others. 

Understanding and respecting cultural differences is fundamental. Look for an expert who can work inclusively and respectfully with people from various backgrounds. Empathy for the experience of non-native community members is critical for this role.  

Technical skills 

In addition to soft skills, the role requires specific technical abilities. The coordinator must know how to maintain and organize databases of interpreters, translators, and service requests as part of effective language access plans to keep information accurate and easily accessible. 

Experience managing a budget is equally important, as the coordinator must allocate resources effectively to support the language access program. 

Last but not least, test their project management skills because the language access coordinator must simultaneously manage multiple tasks, requests, and deadlines. With limited ability in this area, they won’t be able to keep the language access program running smoothly and efficiently. 

What’s next for hiring your language access coordinator?   

A language access coordinator is key in managing and enhancing your organization’s language access services. However, it’s important to recognize that they may not have the tools or expertise to build the program from scratch. Before bringing an expert, you need a well-defined language access plan—without it, even the best coordinator would be navigating a complex journey without a clear guide. That’s where Mindlink comes in. 

Our Straightforward Guide to Language Access Planning will help you build a language access plan that makes your organization more accessible, in line with the guidelines provided by The Department of Justice to comply with language access requirements. 

Or, we can take this task entirely off your plate. Mindlink specializes in developing customized language access programs with services like needs assessments, quality audits, and language access plan development. We aim to help your team deliver high-quality language services so every community member can connect, learn, and thrive. 

Connect with us here to talk about how to serve your community with language access solutions. 

Creating and Managing a Language Access Plan That is Compliant and Meets Your Community’s Needs

Posted on July 24, 2024 - 12:13 pm by

A person in distress, unable to communicate their needs because they speak a language other than English – it’s a situation that happens all too often in our communities. Language barriers can lead to misunderstandings, misdiagnoses in healthcare settings, and inadequate support.  

Are you confident that your organization is fully equipped to support non-native English speakers, regardless of their level of proficiency? Without a well-structured language access plan, serving those who need language assistance can be incredibly challenging. 

 This guide will walk you through the steps to developing a language access plan, address common challenges, and ultimately enhance the quality of services for all community members. 

What is a Language Access Plan? 

A language access plan is a strategic guide for providing language assistance that will help people with limited English proficiency access essential resources and support. It details how an organization will provide language services like translation and interpretation to those who need them. By assessing community needs, defining the scope of services, and training staff, a language access plan helps your organization be more inclusive and keeps you on the right side of legal requirements around civil rights and accessibility. This approach helps everyone, regardless of language, receive the support they need, fostering better outcomes for all. 

5 Steps for Creating a Language Access Plan 

Language access assessment and planning involves several key steps. Let’s break down each step to help your organization provide essential services to everyone, regardless of their language requirements. 

Step 1: Conduct a Needs Assessment 

First, identify your organization’s languages and situational needs. To do this, you’ll need data on the most commonly spoken languages in your community. Resources like the US Census Bureau’s American Community Survey or the Center for Medicare and Medicaid Services’ data on the languages spoken in each state can help you start this assessment,​ but don’t stop there. Use surveys, community feedback, and internal data to get a clearer picture.  

Identifying Touchpoints for Language Services 

Next, determine the critical touchpoints where language access will be needed. This includes interactions at reception desks, during appointments, in written communications, in virtual interactions, and over the phone.  

These touchpoints are key factors in determining the type of services, such as translation services and interpretation, that your organization requires. For example:  

  • Appointments, conferences, and consultations require in-person, over-the-phone or video remote interpretation services
  • If you have a reception area, you’ll want to translate forms and signage 
  • Any applications, information (terms and conditions policies, handbooks), forms (admissions, applications, consent, release, compliance, intake, HIPPA, etc.), and instructions (follow-up instructions, including treatment plans from medical providers) will need to be translated 
  • Online materials (like your website), may need to be translated  
  • Outreach programs, open houses, and community events will benefit from interpretation services. 
  • Any advertising and informational materials (brochures) will require translation  
  • Scheduling services, call centers, and hotlines all require interpretation and translation of call center scripts. 

Step 2: Defining the Scope of Language Services 

Using the information gathered in the previous steps, you can now identify the specific types and estimated quantities of language services needed. 

For translation, this involves compiling a list of vital documents that need translation services, like consent forms and informational brochures.  

For interpretation, start by determining the types of interpretation services needed, which may include in-person, on the phone (OPI), and video remote interpreting (VRI). This decision should be based on the frequency and nature of interactions at each touchpoint. For example, in healthcare situations, in-person and video remote interpreting are best for appointments because both the patient and interpreters benefit from being able to see each other and pick up on nonverbal cues. Over-the-phone interpretation is best for scheduling appointments.  

Step 3: Identifying Resources and Costs 

Cost is a limiting factor for many organizations, but planning ahead can help you meet everyone’ needs efficiently.  

 Start by determining the costs associated with providing language services and identifying potential funding sources. Bilingual employees can help in some situations, but translation and interpreting are separate skills requiring training and talent. Simply being bilingual doesn’t make someone qualified to translate or interpret.  

Also, it’s important to note that relying on bilingual family members or friends to interpret in high-stakes situations is both unfair and may lead to mistakes. In medical situations, ad-hoc interpreters are significantly more likely to make errors that could impact patients when compared to professional interpreters.  

Instead, partner with qualified linguists and language service providers to maintain high-quality translations and interpretations.   

Depending on your language needs, it may make sense to partner with an agency versus managing freelance translators and interpreters for specific languages. 

Use all of this information to write out a plan for how you will arrange interpreting and translation coverage for each language and touchpoint you identified above, as well as how to handle requests in less common languages. This plan should detail the steps to request language assistance in each circumstance so your staff always has a clear reference.  

Step 4: Training Your Staff 

Your language access plan won’t be as effective if your staff isn’t given the training and support to implement it successfully. Educate them on language access protocols and the importance of cultural competence. Provide training on how to work effectively with interpreters and how to use translation tools.  

Knowledgeable staff create a supportive environment for non-English speakers. For instance, medical staff who are trained to identify and assist patients with language access needs can be proactive in offering that assistance, improving patient experience and outcomes. School staff who understand how to request translated documents for parents and interpreters for conferences will be better equipped to help parents take an active role in their children’s education.  

Step 5: Implementing the Plan 

Managing language access requires careful coordination and clear procedures, so it’s best to have one person in charge. Appoint a language access coordinator to manage and oversee your language access program and set up systems to handle language access requests efficiently. This includes creating a straightforward process for staff to request translation and interpretation services. Also, working with an LSP who offers a portal to centralize and streamline these requests can save time and headaches.   

Monitoring and Evaluating the Plan 

Your organization’s language needs may change over time, so you should regularly review and assess the effectiveness of your language access strategy. Gather feedback from the community and your staff to make necessary adjustments. You can send out surveys periodically and track utilization rates of language services to identify areas for improvement. Ongoing evaluation and management of the language access plan is key to maintaining relevance.  

Overcoming 3 Common Challenges in Implementation 

Creating and managing a language access plan comes with its fair share of challenges. Yet, overcoming these obstacles is a must to make sure everyone in your community receives the support they need. 

Resource limitations (in terms of both available professionals and your budget) can be one significant hurdle. To get the most out of your budget, prioritize critical touchpoints where language services are most needed. For example, situations that can impact patients clinically should be a top priority for healthcare providers.  

Language access compliance is also essential. This can be addressed with regular training for staff to make sure they understand relevant federal and state laws, continuous monitoring of your language access plan and using secure platforms to protect sensitive data like medical information.  

 Building trust within your community is also vital. People need to feel confident they will receive help in their preferred language. Solve for this by continually engaging with community members to better understand their needs. Transparency about the services you offer and the steps you’re taking to improve your language access services builds trust and credibility.  

Moving Forward with Confidence 

A well-managed language access plan is a cornerstone of quality care and community support. By following these steps, your organization can make a significant difference in the lives of those whose English is less than proficient. Remember, the goal is to create an environment where everyone feels understood, supported, and has meaningful access to services. With thoughtful planning and dedication, you can achieve this and more. 

Looking for more detailed guidance and tools? Download our comprehensive ebook to help you develop your language access plan. Together, we can make sure everyone in your community receives the support they deserve. 

The Top 9 Challenges of Language Access for Schools

Posted on July 10, 2024 - 1:19 pm by

To support students and their families who speak English as a second language, schools must provide a complete range of translation and interpretation resources to bridge communication gaps. Language access is a critical component that must be in place to support a large percentage of students in the United States. Look at the stats:  

  • Over 5 million students in the United States education system who are English learners (i.e., spoke English as a second language); that’s over 10% (National Center for Education Statistics) 
  • Within Washington and Oregon, the percentage is above the U.S. average in Washington (11.8%) and slightly under in Oregon (9.3%) 

By making language access resources available, schools can empower non-native-speaking students and their families to fully participate in the educational process. This leads to improved academic outcomes for the students and schools, along with increased family engagement. 

These resources should include translating essential documents, such as report cards and parent-teacher conference materials, into students’ native languages. Interpretation services should also be offered during parent-teacher conferences, meetings, and other interactions to ensure effective communication. Additionally, language support should be provided for student assessments to enable non-native speakers to demonstrate their knowledge and skills accurately.  

Why Language Access Is Important (And Also Why It’s Complicated) 

Language access is a critical component of creating a supportive and inclusive environment for non-native-speaking students and their families. When students and families are able to communicate effectively with teachers, administrators, and other school staff, it can open the door to a multitude of benefits. High-quality translation and interpretation services help non-English speaking community members resolve problems, learn, connect, feel included, experience equity, and thrive. 

Let’s look at the top 3 reasons why full language access programming is critical:  

  • Equity in education: Language access is fundamental to ensuring that all students, regardless of their language background, have equal opportunities to succeed academically and socially in school. 
  • Legal obligations: Federal and state laws require schools to provide language access services to ensure that non-English speaking students and their families can participate fully in the educational process. 
  • Improved outcomes: When children and their families have translated materials and access to interpreters, everyone benefits. Grades improve, parents feel like they belong in the community, parental involvement improves, attendance improves, and access to educational services improves. 

However, providing language access is not without its challenges. It requires a significant investment of resources, including trained interpreters and translators, language-specific materials, and staff who are culturally competent and understanding of the needs of non-native-speaking students and families. 

Despite these challenges, the importance of language access cannot be overstated, and schools that prioritize it are likely to see significant improvements in student outcomes and overall school success.  

The Top 9 Challenges of Language Access for Schools 

As schools strive to provide a supportive and inclusive environment for all students, they often face significant obstacles when it comes to language access for non-native-speaking students and their families. 

Here are the top 9 challenges of language access that schools commonly encounter: 

  1. Qualified bilingual resources —Finding qualified bilinguals to help translate and interpret in all needed languages with little advanced notice can be incredibly difficult, especially for languages with fewer native speakers, such as Somali and Vietnamese. Conversely, finding qualified personnel in a majority-spoken language, such as Spanish, is typically easier. Also, resources must be knowledgeable about working specifically in an educational setting.
  2. Managing logistics—There’s a lot to manage between booking interpreters, checking credentials, making sure they show up, completing any follow-up tasks, and making payments.
  3. Training—Your internal people will need to know what language access is and how to provide it because it doesn’t happen by itself. This level of training should be mandatory for all employees who will interact or communicate with non-native-speaking students and family members and everyone whose job it is to arrange for language support services.
  4. Cultural Sensitivity and Awareness—Schools often struggle to provide language services that are not only linguistically accurate but also culturally appropriate. Simple misunderstandings can snowball into much larger problems when language services don’t understand cultural nuances. Take the example of students needing to fast during the Muslim holy month of Ramadan. Schools need to understand that students won’t eat breakfast or lunch. They would also need to understand that students who are fasting will likely have a more difficult time with their lessons or physical activity.
  5. Integration with school technologies—As schools increasingly use technology for teaching and learning, ensuring that these technologies are accessible in multiple languages can be challenging. This includes translating online content and interfaces and providing support for non-English-speaking parents and students to use these technologies effectively.
  6. Legal compliance and standards—Schools must understand and navigate complex legal requirements regarding language access since failing to comply can lead to severe legal challenges and penalties. This can be a difficult hurdle, given the various standards in place across different states and districts.
  7. Cost and budgeting—Providing comprehensive language access can be expensive. Schools need to budget for translation and interpretation services, training, and technology, which can be a significant financial burden, especially for districts with limited resources. A Language Services Provider (LSP) like MindLink can help you understand the costs of a language access program.
  8. Training—Each school must train teachers, counselors, and administrative staff in best practices for language access. This includes information about language access policies and procedures, cultural competence, and the use of language access technologies.
  9. Measuring effectiveness—It can be hard for schools to know if all their efforts to provide language access have paid off. Effective tracking requires a combination of data analysis, student feedback, program evaluation, and robust software – a tall order for even the most well-funded schools. Even with the above in place, without a clear understanding of what to track and what not to, schools risk needlessly using ineffective strategies, wasting valuable resources, and leaving students and families without the support they need. 

Overcome Language Access Challenges with the Right Partner 

Providing effective language access in schools can be tough. Schools often struggle to find qualified teachers and interpreters for less common languages. Managing the logistics of booking, credentialing, and paying interpreters, along with training staff in language access and cultural sensitivity, adds to the challenge. Integrating language support with school technologies, navigating legal compliance, and managing costs can feel overwhelming. 

 Partnering with an experienced language access vendor can help. Not only can they help you build a comprehensive language services plan, but a good vendor has a large database of qualified professionals for quick support, even for rare languages. They handle logistics, freeing up school administrators to focus on their core duties. Skilled vendors assist with planning and budgeting for language access programs, ensuring efficient resource use. They also offer comprehensive training for staff and provide tools to track the effectiveness of language access efforts through data analysis and feedback. 

By partnering with a reliable provider like MindLink schools can effectively support non-native-speaking students and their families, fostering an inclusive educational environment. 

How MindLink Can Help You 

MindLink supports schools, governments, medical clinics, and non-profits by providing translation and interpretation services for non-native English speakers. Our job portal, LinguistLink, makes managing assignments and logistics a breeze, helping community members learn, connect, participate, and thrive. 

We also offer services to develop language access strategies, including needs assessments, quality audits, and language access plan development. On top of that, we create training materials and help to optimize processes to make sure all communication is seamless. 

LinguistLink takes the hassle out of providing language access services by connecting you with qualified translators and interpreters. It handles all the scheduling and logistics while also providing useful analytics and tracking, giving you better visibility and control of your metrics. 

At Mindlink, our dedicated team designs flexible and comprehensive solutions to help you serve your community better through improved language access for everyone. 

Your Next Steps 

If you’re ready to get started on turning that “nice to have” language access into a fully implemented, community-first “must-have”, then we’re ready and available to help answer any of your questions. 

 

Contact us for a free consultation. 

 

 

 

Stats from: (loosely quoted because the stats are from 2020) 

1“Percentage of Public School Students Who Were English Learners (ELs), by State: Fall 2020.” Nces.Ed.Gov. March 31, 2021. https://nces.ed.gov/fastfacts/display.asp?id=96#:~:text=The%20percentage%20of%20public%20school,%2C%20or%205.0%20million%20students). 

5 Easy Ways to Provide Language Access to Families with Limited English Proficiency

Posted on May 7, 2024 - 10:20 am by
immigrant-family

Speaking a language other than English at home is a reality for one in five Americans.

People with limited English-speaking abilities report that language barriers have prevented them from accessing a number of essential services, including:

  • Health care (31%)
  • Applying for government services (25%)
  • Education (24%)

Are we doing enough to make these people feel included in our communities? If you work in education, government, health care, non-profits, or any agency that helps the community, you need to ask yourselves how to be more inclusive.  A simple way to make a huge difference for people is to provide language access to families who have limited English speaking abilities.

Language access – translation or localization services – helps break down these walls and lets them know that you want to help them regardless of the language they speak.

Also, language access isn’t just the right thing to do—if your organization receives federal money, it may also be a legal requirement.

Title VI of the Civil Rights Act of 1964 requires recipients of Federal financial assistance to take reasonable steps to make their programs, services, and activities accessible by eligible people with limited English proficiency.

5 Practical Steps Toward Inclusion for Multilingual Families

Including families with limited English-speaking abilities doesn’t have to be difficult and it doesn’t have to cost a fortune. Here are five ways you can help these families feel welcome and included:

Translate essential materials for accessing your service

As noted above, if you take federal funding in any way, you may be required to translate essential documents in order to provide meaningful access for your service. Regardless of those requirements, providing materials in the common languages spoken in your communities can help people take full advantage of services they need and feel welcome. If you identify even a few documents, brochures, application forms, etc. that you can translate for communities, that can help a lot.

Be prepared for translation requests by analyzing the specific demographics of your community. For instance, if a significant portion of your community speaks Spanish and Vietnamese, proactively translating critical documents into these languages can greatly enhance accessibility. This targeted approach makes critical information available to everyone, fosters a welcoming environment, and encourages greater participation from all community members.

To help you get started, the Centers for Medicare and Medicaid Services maintains a list of the top non-English languages spoken in each state. 

Schedule a face-to-face interpreter for in-person and virtual meetings

It’s easier than ever to add an interpreter in a meeting! Most virtual meeting systems (like Zoom) support adding interpreters. Interpreters are also available on-site, over-the-phone, or remotely via video.

Interpreters not only provide language services, they also act as cultural brokers to bridge communication gaps.

To get the most out of your time with an interpreter, here are some simple tips:

  • Provide materials in advance: Give interpreters any relevant meeting materials beforehand to allow for thorough preparation.
  • Introduce interpreters early: Start the meeting by introducing the interpreters and explaining their role to everyone present.
  • Pause regularly: Encourage speakers to pause after each statement, giving interpreters time to translate accurately and completely.
  • Use easy scheduling tools: Providers like Mindlink offer easy-to-use portals for quickly scheduling interpreters, making the process streamlined and efficient.

Offer over-the-phone interpretation

If you operate a telephone hotline, it’s crucial to ensure its accessible to non-English speakers. Partner with a reliable interpreting service that can instantly connect interpreters to your calls.

To get the most out of this service, make sure your staff is trained on how to access interpreters and best practices for working with them. Also, make sure your community knows you have over-the-phone interpretation available.

Add subtitles to video content

Adding accurate subtitles to your videos is an effective way to boost understanding and foster inclusiveness. This feature is available on most video platforms like YouTube, making it simple to implement.

When uploading your video, you can easily add subtitle tracks in different languages. Tools within these platforms guide you through synchronizing the text with the audio. Including both English (or the source language) and a translated language not only enhances accessibility but also helps viewers who are learning English or prefer their native language for better understanding.

Plus, it benefits the deaf and hard-of-hearing community, giving everyone equal access to the information in your videos.

Translate your website

Yes, Google has made it easy to get machine-translated versions of many websites. Yet, Google Translate isn’t perfect, and human-powered translation for web pages remains crucial for inclusivity. Unlike machine translations, human translators understand cultural nuances and can adapt content to be more relatable and accurate for your audience.

This human touch not only improves comprehension but also demonstrates your commitment to making sure everyone has a top-quality user experience when they visit you online.

When translating key pages on your website—like service descriptions, contact information, and FAQs—consider these best practices:

  • Select relevant content: If you can’t translate everything, focus on core pages that provide essential information.
  • Update regularly: Keep all translated content current, accurate and relevant.
  • Mind the design: Make sure that the layout and graphics are culturally appropriate and designed to support text in multiple languages. If your site images include text, don’t forget to translate the text.

From Inclusion to Empowerment with Language Access

Language access is more than just a “nice-to-have”, it’s key to empowering non-native English speakers, helping them take full advantage of the services you offer, and helping them thrive by improving outcomes in critical areas like health and education.

Here are just a few of the many examples of how language access changes lives that we’ve seen in our experience:

  • Interpreting services helped Stanly, a first responder at the World Trade Center whose native language was Polish, to overcome the trauma of that experience.
  • The availability of translated communications and interpreting services in Vietnamese helped the parent of Giang, a Vietnamese-speaking child, address his truancy and get him back into school.
  • A Hindi-English interpreter helped Nirmala, an Indian woman, get the right treatment in the emergency room for her severe abdominal pain.

Creating a formal language access plan makes it easier to provide language access services and to make sure everyone in your community gets the help they need from your organization. To help you get started, download our free Straightforward Guide to Language Access Planning.

Are you ready to go beyond inclusion and start engaging equally with community members regardless of their English-speaking ability? Contact us for a free consultation!

Why Language Access Training is Critical and How to Provide It

Posted on April 23, 2024 - 4:51 pm by
group of people sitting on chair in front of wooden table inside white painted room

The success of your language access program is dependent on a well-trained staff.

Staff will not be able to provide meaningful access to non-native English speakers if they do not receive training on language access policies and procedures. Your language access plan is a reference document, useful for laying out all the elements of your program, but it doesn’t work to align people on the goals and enable them to execute the plan. Training is required for that.

For your program to be effective, new and existing staff should periodically receive training on your language access policy, including how to identify language access needs and provide language assistance services to your customers and constituents.

This article will walk you through what you need to do.

Who should you train?

This staff training should be mandatory for all employees who will interact or communicate with non-native speaking individuals, those whose job it is to arrange for language support services, and managers. You’ll need to train everyone who provides services to consumers, such as medical assistants, doctors, nurse practitioners, physical therapists, phlebotomists, and radiologists.

In addition to client-facing clinical staff, others in your organization should be trained in how to identify people who need language assistance, how those people will get language support, and what forms that support takes. These could include security, reception, and other administrative personnel.

What to include in your training?

Include information on language access laws and regulations, how to identify language needs, how to request services, and how to work effectively with interpreters and translators.

You also need to provide cultural competency training to help staff understand the needs and experiences of non-English speakers. This covers topics like cultural norms, values, and beliefs in the cultures you are dealing with. It should also cover strategies for communicating effectively across language and cultural barriers.

Here’s a sample language access training plan:

TopicContent
The importance of language access services Your staff needs to understand the barriers faced by non-native speakers and the impact that effective communication can have on their well-being. 
Anecdotal examples of the barriers and consequences that non-native speakers face related to receiving services are useful to underscore the need for a Language Access Plan.  
Language access legislation Everyone needs to know the regulatory requirements for providing language access assistance to non-native speakers and, equally important, the penalties your organization faces for non-compliance. 
What is cultural intelligence? The concept of cultural intelligence is critical to those who serve multicultural and multilingual populations. This section should explore what it is, the different facets of culture, and how to grow your awareness of cultural differences. The goal is that each employee facing an interaction with your clients has an increased level of cultural competency, the key being empathy.  
Your organization’s language access policies and procedures This includes the services your organization will provide and how they will be provided, including:  
* Procedures for requesting language translation of written documents. 
* Instructions on how to access interpreters for spoken communication.  
* Tools to identify what level of interpretation is needed; OPI, VRI, and simultaneous vs. consecutive interpreting.
How to request and schedule language access services This section should explain whether requesters go directly to your language access coordinator, straight to the resource, or through a vendor?  Is the request a phone call, email, or submittal to a job request portal? Who has the authority to make requests for Language Access support?  
Cross-cultural communications This section will detail how to communicate effectively and respectfully with people who are not native speakers of English or who do not share the majority culture.  
This should cover active listening, using plain language, avoiding open-ended questions, and being mindful of cultural differences.  
Roles and responsibilities This section will cover who does what in your organization to ensure language access needs are met, and how people will work together to get the job done.   

What’s the ideal training format?

Language Access training is best presented in a workshop format (instructor-led combined with roleplaying), either in person or online, followed up with in-person individual coaching. The coach or mentor would simply be someone more experienced than the trainee who can answer questions and provide guidance.

On-the-job training is another important component, providing instruction and reinforcement at the time it’s needed. Your language access coordinator would be responsible for this.

Who should do the training?

Many organizations hire or assign someone as the Language Access Coordinator to drive the language access plan, answer questions, oversee language access requests, and make sure you’re in compliance with state/federal language access legislation. They are the logical choice as a trainer. Otherwise, the person who wrote the language access plan is a good choice.

Next steps

Building a training program that supports your Language Access Plan will give all of your team members the right tools to execute your program, ensure compliance, and provide your clients and constituents with the outcomes they deserve.

If you’d like to learn more about all the components of a language access program, download our e-book Straightforward Guide to Language Access Planning