32 Interpreting and Translation Services


Translation and Interpretation

Interpretation for remote IEP meetings/language support guide for case managers:

I. Interpretation & support requests

II. Meeting logistics

III. Recommendations for Effective Communication during the Meeting

Virtual and Phone Interpreter Request Form 2020

Chapter Revision Date: :09/18


32.1.1 Requesting an interpreter for an IEP Meeting

Our department currently has Spanish and Vietnamese interpreters on staff. Most other languages are covered through cooperation agreements with an outside agency. Requests for interpreters in all languages should be made via an IEP Request Form and emailed to ieprequest@sandi.net .

(If you need an ASL interpreter, please send a message to: dhhhands@sandi.net ).

When filling out the IEP request form, make sure to complete the following fields: School site (whenever possible please include room number), student (full name or ID number), time/date, duration of meeting, type of IEP, and case manager contact information. Incomplete forms will not be processed.

Please email your request to ieprequest@sandi.net you will get an automated response to let you know that we have received your message. We will follow up to confirm your appointment or coordinate alternate dates, if necessary, within 24 hours.

If you do not receive a reply within 24 hours, please contact us by email (mgarcia12@sandi.net) or phone (619-362-4400 ext. 2116).

It is very likely that we will be able to accommodate your first choice of date and time if we receive your form at least 10 business days (2 weeks) before that date.

We understand that urgent cases occasionally come up. Please confirm with your team and fill out the request form, making sure to include 1-2 alternative dates. Tell us about your needs in the "Requester comments" section of the IEP Request Form. We will make every effort to assign an interpreter for the first available date and time.

32.1.2 IEP Meeting cancellations

To cancel an appointment open the calendar invite message in your email, or the event on your Outlook calendar and select "Decline". You can add a message if needed. This is the fastest way to let us know that a meeting has been cancelled.

We appreciate having advance notice of cancellations because it allows us to schedule meetings with other sites/ teams.

Please cancel appointments for languages other than Spanish or Vietnamese at least 24 hours before the time/ date of the meeting.

32.1.3 Policies for interpreters during IEP meetings

Interpreters can wait up to 30 minutes for parents/ guardians and/or team members to arrive. After 30 minutes they will reassigned to another meeting. Please keep in mind that delays in the start time may affect the length of time that the interpreter can stay at your meeting, as they may have other assignments.

Whenever possible, the interpreter will advise the case manager at least 10-15 minutes before they have to leave the meeting.

32.1.4 Interpretation for other types of meetings and assessments

Currently, our department does not provide assistance for testing or assessments.

Please contact the SDUSD Bilingual Support Network for more information.


The translation request process has changed, we have moved to an all-digital format in order to improve efficiency and save paper. We are no longer accepting physical documents sent via school mail.

32.2.1 Requesting a Translated IEP Document

Once the IEP is locked, fill out a Document Translation Request Form and email it to doctrans-IEP@sandi.net

Make sure to fill out the form in its entirety and include any additional information for the translation team in the "Comments" section. Incomplete forms will not be processed.

Please send requests within 2 weeks of the document "locked" date.

It is not necessary to attach the IEP document to your request form.

Your request will be confirmed and processed; the translated IEP document will be uploaded to the "Additional Documents" for the student on SEAS. Case managers will receive an email notifying them that a document is ready. (Turnaround time is typically 4-8 weeks during the regular school year.)

The case manager is responsible for distributing the document(s) to the student's parents/ guardians.

If an expedited translation is requested, please communicate your needs/ special circumstances in the comments section of the form and we will do our best to support your team.

32.2.2 Translation of other documents related to Special Education

Please email your request to doctrans-IEP@sandi.net

We will contact you to coordinate the translation and delivery of your document(s).

If you have questions regarding translations/interpretations not related to Special Education, please contact:

Ana Morales: Manager, Translation Department

2441 Cardinal Lane, Building C

San Diego, CA 92123

Phone: (858) 496-8366