Planning a Translation Project

Identify the materials for translation, the languages involved, and evaluate the source material and its technical characteristics (i.e., file types, accessibility, format, etc.). Make sure the source material is kept in a format (e.g., Word) that can potentially be used for future updates. Maintain the project scope; keep in mind that decisions about broadening the scope should take into consideration their effect on time, cost, quality, and resources.

A document is considered vital if it contains critical information for obtaining services, provides information about individual rights, or is required by law. Courts should also consider their websites as vital due to the nature of the content and are often the first point of access for court users.

• Examples of vital documents
• Judicial Council’s Translation Protocol

Courts should provide information in as many languages as possible based on data on community needs. To determine language access needs, consult the U.S. Census Bureau’s American Community Survey and the Judicial Council’s 2020 Language Need and Interpreter Use Study and Interpreter Usage Reports.

Tip: Use a glossary. Courts should develop a glossary of standardized legal terminology in the target language and provide it to the translation vendor. Providing glossaries increases the likelihood that documents are translated using consistent terminology.

• Judicial Council of California, Spanish-English Glossary (a translation of common legal terms)
• Judicial Council of California, Glossary of Signage Terms and Icons
• National Center for State Courts, Legal Glossaries and Dictionaries

Courts are encouraged to conduct a review to determine whether there is an existing translation of the document, or whether the document has been identified for translation by the Judicial Council.

• Find Your Court Forms (locate Judicial Council forms available in languages other than English)
• Resources for Assisting Court Users

Writing in plain language (also called plain English) helps readers of all proficiency levels, allowing materials to reach as many people as possible. The use of clear and simple language is particularly important when it relates to court processes and legal rights and responsibilities, including the understanding of and compliance with court orders. Refer to these resources from the Plain Language Action and Information Network (PLAIN), www.plainlanguage.gov:

• Templates
• Checklists for plain language
• Federal plain language guidelines

Machine translation involves computers translating text into other languages with minimal or no human intervention. While online translation tools (e.g., Google Translate) can be fast and cost-effective, they do not have a high level of reliability and often include inaccuracies, especially when the translated text is legal content. Professional translation is recommended for legal forms and web content. If you use machine translation, include a disclaimer about its use.

The cost to translate a document is usually calculated based on the number of words in the source language text. Editing, reviewing, proofreading, and formatting tasks are typically billed per hour and at a lower rate than translations.

Select a professional translator who is either an approved translation vendor under the Judicial Council’s master agreements or certified by the American Translators Association in the languages in which they work, with a court or legal specialization. Or select a translator whom the court has determined to be qualified to provide translations based on the individual’s experience, education, and references.

• Tips for Evaluating Translators
• American Translators Association—Find a Translator
• Master Agreements with Translation Vendors
  The Judicial Council has entered into master agreements with Avantpage and Prisma for translation services on behalf of judicial branch entities (JBEs). JBEs, which include courts, may place individual orders for translation services by issuing a purchase order as described in section 1 of the agreement.

Master Agreement for Translation Services - Avantpage
Master Agreement for Translation Services - Prisma

To work with a translation vendor under a Judicial Council master agreement:

1. Submit a Participating Addendum to the vendor: see Appendix E of the master agreement.
2. Read the vendor’s user instructions: Avantpage or Prisma.
3. Contact the vendor directly.
4. Provide the form, material, or web content to the vendor for a quote.
5. Complete a purchase order for service.

Rush translation services and inclusion of Americans with Disabilities Act (ADA) accessibility features are available at an additional cost. Audio translation for videos and modules is also available from the vendors. For more information, please visit the Procurement Services page, under Translation Services.

To learn more about executing a translation project, please click here.

To return to the Translation Project Guide home page, please click here.