Western Australian Language Services Policy 2020 Engaging translating services
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Western Australian
Language Services Policy 2020
Engaging translating services
What is a translator?
A translator “transfers the source text from These considerations will help determine whether
one language to another, usually within an a written document is the most effective mode
extended time frame to allow for corrections of communication.
and modifications and without the presence of Purpose
the participants requiring the translation”. Translation needs will vary according to the
(ANZSCO 272413) purpose of your communication.
Translations should be accurate and functionally A translation may be requested by a client, or an
equivalent to the source text. agency may be considering translating important
For Deaf clients, Auslan translators can convert or promotional information in several languages.
written information in one language into Auslan, At this point, it is important to assess the need
or vice versa, through live video streaming or and purpose for translating a document.
recorded video. Translated documents may be useful to clients
What is the role of a translator? who do not need an interpreter for verbal
communication, but who may not have sufficient
Translators transfer a source text in one Standard English skills to read and write.
language (such as Standard English) into a
target text (that is, a target language). As with However, translations are not recommended for:
interpreters, translators are only responsible for • people who may not be literate in their
the communication process, and not the preferred language, such as people from
information provided. countries with oral traditions
When to translate public documents •
people who may not be literate in their
language because life circumstances
Translations can be a useful way to convey prevented them from accessing education
information to groups and communities,
although this is not the only way and face-to- •
languages with no written form (for example
face communication is often more effective (see Auslan) or have only recently developed a
multilingual communication strategies). written form, and therefore have no history of
using text for information. Arabic dialects such
Before deciding to translate public documents, as Algerian, Moroccan and Levantine are not
consider the: usually written: writing takes place in Modern
• purpose and nature of the information to be Standard Arabic instead; also some Chinese
provided and African dialects and Australian Aboriginal
• intended (target) audience and their language languages have no written form.
service requirements Consulting with other agencies or organisations
• relevance of the information for the target can provide useful insights into the need for, and
audience relevance of, translated information for particular
individuals and community groups.
• availability of existing translations.Target audience
When choosing languages for translations, The Office of Multicultural Interests’ Search
demographic data for Western Australia or local Diversity WA website also provides ABS statistics
government areas is available from the Office for birthplaces and languages including:
of Multicultural Interests website. You can find • English proficiency levels of community
Australian Bureau of Statistics (ABS) data for: members who speak a language other
•
the number of speakers of languages other than English
than English who speak English not well or not • distribution of language speakers in local
at all by age government areas.
•
language groups with the largest numbers of Read more about data collection in Data collection
people with low English language proficiency and reporting in the Western Australian Language
•
language groups with the largest proportion of Services Policy 2020 and Guidelines.
people with low English proficiency.
Census 2016: The top 10 language groups with low English proficiency
(hence a likely need for interpreting and translating services)
Language groups with highest Language groups with highest
number of low English proficiency percentage of low English proficiency
2Availability of existing materials The translation process
Before deciding to translate a document, Download a copy of The translation process:
check whether there are existing translations An overview for print, website or other media
on the same topic, or any that would be production here.
suitable with minor changes.
Always check the accuracy of translated
information before it is used and seek formal
approval from the author or authorising person translation process
The translation process
before reproducing or amending their work An overview for print, website or other media production
(copyright and intellectual property). 1. Assessing the need for translations
• Are written translations the best
communication medium to use? Consider
• Consult with other public sector
agencies or relevant community
other options as well (e.g. face-to-face, groups if needed.
audiovisual).
•
Places to check for existing translations include:
Are existing translations of this
• What is the purpose of your translation? information available for you to
Will the translated material raise awareness, reproduce? Check accuracy of the
inform or promote? original material and seek approval to
reproduce or amend from the author.
• Who is the intended (target) audience/s?
• How will this translated material
•
diversity officers within public sector
benefit your target audience/s?
What outcomes are you looking for
(‘fit for purpose’/impact)?
agencies 2. Planning for translations
• Investigate and analyse client data • Develop a clear job specification
and select the appropriate language/s that includes quality control
•
non-government organisations or
for translation (consider communities with processes necessary to achieve a
low English proficiency). ‘fit for purpose’ translation (including
proofreading-spelling, layout, fonts,
• For complex material or large-scale
style/format, name and place-
production, schedule adequate time to
name checks).
‘peak bodies’
consult with target audience groups and
relevant Non-Government Organisation
service providers.
•
interstate organisations providing similar 3. Engaging translating services
•
service functions.
Consult the list of language service
providers available through the
CUA (CUA Buyers Guide).
• Discuss the job specifications with a
provider and obtain a quotation.
• Contract the language service
provider (CUA Order Form).
How to find a translating service 4. Producing translations
• Monitor production: schedule a meeting/s • Check the final proof against the
The Department of Finance (Government
with the language service provider during original job specifications and that it
the production process to discuss workflow has been proofread.
(discuss any additional information
requests, deadlines, post-project debrief).
• Consider including a disclaimer on
translated material. Seek legal advice
Procurement – Contracts WA) Common
• Confirm specified quality control processes when finalising wording (if required).
have been completed. Consider engaging
a second tertiary qualified and/or NAATI
• Follow your agency’s approval process
before releasing to the public (print
credentialed translator to compare the and/or uploading to the internet).
final draft translation with the source text.
Use Arrangement (CUA) for Interpreting Work with the original translator on edits
if required.
and Translating Services provides a list of omi.wa.gov.au | strategy@omi.wa.gov.au | WA Language Services Policy 2020
contractors who have been assessed against
criteria to deliver language services.
Most language service providers offer a range Obtaining a quotation for translation services
of services, including: Fees for translating services will vary according
to the complexity of the material; whether
• translating the original document
checking, editing and proofreading by another
• checking the accuracy of translated text tertiary qualified and/or NAATI credentialed
• editing translations for publication translator is needed; the time frame for the job;
and whether the format is provided as a hard or
• proofreading electronic copy.
• multilingual desktop publishing and design Prepare a list of questions to ask when obtaining
• preparation of quality PDFs or artwork a quotation. You may wish to clarify:
suitable for printing. – the tertiary qualification and/or NAATI
credential required for the task
– what fees would apply if changes are made
to the English text
– whether the translating agency has
provided similar services to other public
sector agencies.
Public sector agencies should provide details about:
– the language of the original material and the
language into which it will be translated
– the purpose of the translation, for example
to inform, advise, promote, legally bind
– the target audience, including age group,
gender, and any other details such as
cultural sensitivities
3– the subject area, for example health, education, –
providing suitable working conditions if
law, agriculture, employment the assignment is being carried out onsite
– where the translated material will be used, for –
identifying each version of the document
example website, written correspondence, with a version number, a time and date,
internal information purposes and tracking changes
– the type, format and style required, for example
–
checking that the document/s have been
letter, brochure, flyer or form. Inform the
edited and proofread.
provider if an agency style guide needs to be
adhered to, and if the documents are to be Checking and finalising translations
distributed electronically or by hard copy It is recommended that the final draft of
– legal and ethical requirements, such as the translation is edited and then checked
copyright and confidentiality issues by another tertiary qualified and/or NAATI
– the timeline for the work, factoring in enough credentialed translator. This checking can
time for the translator to clarify any information be requested through your contracted
with the agency and for independent checking translating service provider.
of the final material
– the agency’s preferred process for editing and
proofreading (see monitoring production). Translations of personal documents, such
as birth certificates and driver’s licences
Preparing text to be translated
that are used to prove a person’s identity
Ensure that the original document is written in
may require a NAATI translator verification
plain, concise Standard Australian English and
avoids the use of idioms, metaphors, acronyms, stamp which includes the:
colloquialisms and jargon. This will assist a wide – type of credential
variety of clients including those with limited
English literacy or other comprehension difficulties. – language of the credential
It will also be of great assistance to a translator. – NAATI number.
It is important that the content considers the
cultural and faith backgrounds of the target
audience. Consultation with relevant community
organisations, service providers or focus groups Distributing translated information
will help determine the appropriateness of the The effectiveness of any translated information
content before it is translated. depends on how well it is disseminated and
Remember to seek any necessary approvals how many of the target audience have access
from the author or authorising person before to the material.
reproducing or amending their work, and check Relevant community organisations, leaders,
the accuracy of the material for translation before networks and service providers, faith networks,
sending to the translator. churches, mosques, temples, community service
providers, cultural clubs, Aboriginal and ethnic
Monitoring production
media including community newspapers,
Agencies have a role in monitoring the production and peak associations are good channels for
of the translation by: dissemination of translated documents or
– reviewing the specifications agreement before promotion of their availability. Read about how
beginning the assignment to develop multilingual communication
–
clarifying any terminology and providing any strategies here.
reference materials and glossaries of terms
–
providing the contact details of a staff
member to whom queries can be directed
during the assignment
4Factors resulting in poor-quality translated Further reading
resources: Office of Multicultural Interests
• poor
quality of the original source material • W
estern Australian Language Services
prepared for translation (incorrect Policy 2020 and Guidelines
information, spelling/grammar errors) The Australian Institute of Interpreters and
• poor
use of existing resources (not Translators (AUSIT)
accessible, incorrectly targeted) • Translation: Getting It Right
• poor
quality assurance processes in • Best Practices for the Translation of Official
managing the translation project, from and Legal Documents, 2014
procurement to final product Australian Government, Department of
Home Affairs
• lack
of awareness of cultural differences
impacting the transfer of messages and • Translating
and Interpreting Service
meaning to the relevant community (no (TIS National)
consultation undertaken).
Client services
The Australian Government through the
Department of Social Services (DSS) provides
people settling permanently in Australia with
access to the Free Translating Service (FTS).
Permanent residents and select temporary or
provisional visa holders can have up to 10 eligible
documents translated into Standard Australian
English within the first two years of the date their
eligible visa was granted.
Documents suitable for translation through the
FTS include:
– identity
and relationship documents, such as
birth certificate, family register
– facilitation
documents, such as driver’s
licence, police clearance, medical documents
– educational
documents, such as primary and
secondary school certificates, vocational and
tertiary certificates
– employment-related
documents, such as
professional and trade certificates.
Information about the FTS, including eligibility,
is available at
https://translating.homeaffairs.gov.au .
strategy@omi.wa.gov.au | omi.wa.gov.au
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