Chancellor's Regulation
A-663

Specific Translation Requirements

Available Resources

Provide timely translation and distribution of critical communications into the covered languages* including, but not limited to, the following areas:

• registration and selection;
• standards and performance;
• conduct and discipline;
• safety and health;
• placement in any special education, English Language Learner or non-standard academic program; and
• transfers and discharges.

If a translation is not readily available, a cover letter or notice on the face of the English document in the appropriate covered language(s) indicating how a parent can request a translation or interpretation of such document should be made available.

* Covered languages are: Arabic, Bengali, Chinese, Haitian Creole, Korean, Russian, Spanish and Urdu

Translation services can be obtained by:

• Contacting the DOE Translation and Interpretation (T&I) Unit
• Utilizing the translation / interpretation school funding allocations as per the parameters set forth in the yearly School Allocation Memorandum regarding translation funding (located in the Key Documents section of this website). 
• Searching for previously translated critical documents on the DOE website

See the Translation Services section on this site for more information.

Translated notices instructing parents on how to obtain translation services are available for downloading on the Translation Resources page.

Specific Interpretation Requirements

Available Resources

Provide interpretation services (either on-site or over-the-phone) during regular business hours to parents whose primary language is a covered language and who request such services in order to communicate with the DOE regarding critical information about their child’s education.

Interpretation services can be obtained by:

• Contacting the DOE T&I Unit to cover Panel for Educational Policy meetings, CEC meetings, suspension and impartial hearings, citywide parent conferences, fairs, workshops and training sessions.
• Contacting the DOE T&I Unit at 718-752-7373 ext. 4 for over-the-phone interpretation services
• Utilizing the  translation / interpretation school funding allocations as per the parameters set forth in the yearly School Allocation Memorandum regarding translation funding (located in the Key Documents section of this website).

See the On-site Interpretation Services and Over-the-phone Interpretation Services sections on this site for more information.

Specific Notification Requirements

Available Resources

Provide parents whose primary language is a covered language and who require language assistance services with written notification of their rights regarding translation and interpretation services in the appropriate covered languages.

Translated versions of the Parent Bill of Rights and the Family Guide are available on the following sites:

Parent Bill of Rights
Guide to NYC Schools  

Post in a conspicuous location at or near the primary entrance of a school or office a sign in each of the appropriate covered languages indicating the availability of language services.

Translated signs can be downloaded and printed from the following site:

Signs

Specific Record-Keeping Requirements

Available Resources

The school shall maintain an appropriate and current record of the primary language of each parent. Such information must be maintained in ATS and on the student emergency card.

Parent Preference data is filled out on the Home Language Identification Survey and the Emergency Contact Card.

We also provide a generic language preference form to collect this information.