CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction The Clearinghouse for Multilingual Documents English Learner Accountability Institute December 7, 2009

JACK O’CONNELL State Superintendent of Public Instruction 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

JACK O’CONNELL State Superintendent of Public Instruction 3 What is the CMD? The CMD is the California Department of Education’s online resource designed to help schools find useful translations of parental notification templates. The service and the translations are available free of charge to CMD users!

JACK O’CONNELL State Superintendent of Public Instruction 4 Why a Need for Translated Parent Notices? For almost 30 years, California Education Code Section 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.

JACK O’CONNELL State Superintendent of Public Instruction 5 A Valuable Resource The CPM monitoring of local implementation of Ed Code Section was added by the State Legislature in Though monitoring is temporarily suspended, the parental notification and translation requirements are in effect. In a time of limited resources, the CMD can be a valuable source for schools, districts, county offices, and charter schools.

JACK O’CONNELL State Superintendent of Public Instruction 6 CMD: Translations ELAU: Implementation Questions The CDE English Learner and Accountability Unit (ELAU) responds to policy and implementation questions: Jeanette Ganahl, Manager Mark Klinesteker, Education Programs Consultant Unit number:

JACK O’CONNELL State Superintendent of Public Instruction 7 The Mission of the CMD To support schools’ efforts in improving school communication with parents in the community.

JACK O’CONNELL State Superintendent of Public Instruction 8 Reality Schools need to communicate effectively with linguistically diverse parental communities. In many cases, translation (written) and interpretation (oral) are necessary to ensure good communication.

JACK O’CONNELL State Superintendent of Public Instruction 9 CDE Must Notify Section 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.

JACK O’CONNELL State Superintendent of Public Instruction 10 Into What Languages Must a District’s Schools Translate? 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.

JACK O’CONNELL State Superintendent of Public Instruction 11 The CMD Translation Project What it is How translated templates appear on program pages of the CDE Web site.

JACK O’CONNELL State Superintendent of Public Instruction 12 Parent Notification Templates California Department of Education divisions provide templates (source documents) for use by any/all districts in California. Source documents from schools that the CDE may modify as a statewide template and make available online.

JACK O’CONNELL State Superintendent of Public Instruction 13 CMD Translation Project The vast majority of translated templates are the products of the CMD Translation Project, an effort that began in This project increases the range and number of translated documents.

JACK O’CONNELL State Superintendent of Public Instruction 14 Typical CMD Template Notices Statewide testing programs such as the High School Exit Exam and STAR Language assessment results Parental involvement policies English Learner programs Uniform Complaint Procedures Health notices and forms

JACK O’CONNELL State Superintendent of Public Instruction 15 Why “Templates”? 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.

JACK O’CONNELL State Superintendent of Public Instruction 16 Templates Can Be Modified In schools across the state, many of these notices contain much similar information. A “template” is generic (not localized), and schools in different parts of the state may modify a template notice to suit local needs and situations.

JACK O’CONNELL State Superintendent of Public Instruction 17 Avoid duplication of effort 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.

JACK O’CONNELL State Superintendent of Public Instruction 18 Greater Consistency The use of templates helps to ensure a greater consistency of information to parents across the state.

JACK O’CONNELL State Superintendent of Public Instruction 19 Quality Translations In the CMD translation project, only qualified translation service firms are accepted through a rigorous process. –All translations are reviewed by an independent translator. –If differences cannot be resolved, translations undergo a third review.

JACK O’CONNELL State Superintendent of Public Instruction 20 Building Capacity The CMD brings together translation providers and potential users. –It provides information for each translation and helps users to make decisions. –The CMD helps to build local capacity by providing a resource for EL directors, communications officers, and others.

JACK O’CONNELL State Superintendent of Public Instruction 21 What the CMD Does Supports school-to-parent communications and the meeting of state legal requirements Provides translated parental notification templates, free of charge, that districts can modify for local use Creates a community of users and provides periodic updates on new translations as they become available.

JACK O’CONNELL State Superintendent of Public Instruction 22 The CMD is not... A place for districts to post local issue translations A service for reviewing school-level translations A mandate

JACK O’CONNELL State Superintendent of Public Instruction 23 CMD Statistics Currently: 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. Documents have been accessed more than 3,000 times.

JACK O’CONNELL State Superintendent of Public Instruction 24 The CMD Search Engine The CMD’s powerful search engine provides a variety of options to define and refine your search: - Key words - Topic - Title - Language - The contributing agency

JACK O’CONNELL State Superintendent of Public Instruction 25 REMEMBER: The CMD is intended for any agency that has a County-District-School Code (or CDS code) A CMD search engine is made available to other agencies and the general public for exploring documents currently available.

JACK O’CONNELL State Superintendent of Public Instruction 26 CMD Outreach Has a local school district or county office registered for the CMD? See the CMD promotional flyer distributed in this session. District or COE staff may obtain access codes by ing Does your local district have good translations it is willing to share? Schools in a region can form translation consortia to divide work, leverage funds.

JACK O’CONNELL State Superintendent of Public Instruction 27 CMD Registration Information Determine if someone from the agency has already registered. - This information is available on the CMD site at: - If not, contact the CMD by or phone to request access codes:

JACK O’CONNELL State Superintendent of Public Instruction 28 New User Registration Go to the CMD home page at Click on the first link Complete the required information, entering the agency access code in the text box where indicated.

JACK O’CONNELL State Superintendent of Public Instruction 29 About Registration 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. LEAs can put templates onto letterhead and add local contact information.

JACK O’CONNELL State Superintendent of Public Instruction 30 Registered User Advantage Registered users also gain access to ALL information about translations in the CMD database (contributor, contact information in the event of questions, for example).

JACK O’CONNELL State Superintendent of Public Instruction 31 Why an access code? By registering with an access code: All contact information remains secure. Any translation and information contributed by the agency cannot be altered by another user. Registered users receive periodic updates about new translations. Users gain access to an feature allowing them to contact other CMD users. Users are able to easily update, delete, replace entries

JACK O’CONNELL State Superintendent of Public Instruction 32 CMD System Options Allow registered users to update, replace, or change their: –Contact information –Passwords –User information

JACK O’CONNELL State Superintendent of Public Instruction 33 CMD Partners LEAs, through contributions to the CMD and by accessing documents CDE, through translation and posting of parental notification templates. Legislature, through authorization and funding support Advocates, through guidance, feedback, and political influence

JACK O’CONNELL State Superintendent of Public Instruction 34 Promoting the CMD Each year, the CDE promotes the CMD through Workshops Conferences Mail and promotions Newsletters such as the State Superintendent’s “Highlights”

JACK O’CONNELL State Superintendent of Public Instruction 35 Spread the Word You are welcome to share this information with your contacts, such as: Local school districts English Learner program directors Communications officers

JACK O’CONNELL State Superintendent of Public Instruction 36 Future Goals Registration by every district in California Comprehensive list of source documents available Increased use of CMD templates as a resource

JACK O’CONNELL State Superintendent of Public Instruction 37 CMD Web Address The CMD home page is located at: It includes helpful information: - Answers to Frequently Asked Questions - CMD Translations Currently Available

JACK O’CONNELL State Superintendent of Public Instruction 38 the CMD